Here's a confession: most caterers underestimate their true costs on wedding deliveries. You're juggling packaging expenses, transport risks, and volumes that can make or break your month. Special event margins require a completely different calculation than your regular delivery orders.
Why catering margin differs from regular delivery
Regular meal delivery operates with predictable costs per portion. Catering for events throws curveballs that directly impact your bottom line:
- Larger volumes amplify risk from no-shows
- Specialized packaging for heat retention and professional transport
- Complex dishes with premium ingredient costs
- Transport logistics (fuel, time, potential mishaps)
The complete cost structure
Profitable margins require accounting for every expense, not just your recipe costs.
💡 Example cost structure:
Wedding catering for 50 people, main course €18/person:
- Ingredients: €6.50 per person
- Insulated packaging: €1.20 per person
- Transport (fuel + time): €2.00 per person
- Platform fee (if via app): €2.70 per person (15%)
Total costs: €12.40 per person
Margin: €18.00 - €12.40 = €5.60 (31%)
Calculating ingredient costs
Begin with your recipe costs per person. Catering portions typically run 10-15% larger than restaurant servings, since guests won't have your usual array of sides available.
⚠️ Note:
Always work with prices excluding 9% VAT. €18.00 incl. VAT = €16.51 excl. VAT. Your actual margin is thinner than it appears!
Packaging costs (the hidden profit killer)
This represents one of the most common blind spots in kitchen management. Catering containers cost significantly more than standard delivery packaging, yet many operators still use regular delivery margins.
- Aluminum catering trays: €0.80-1.50 per unit
- Insulation foils and lids: €0.30-0.50 per unit
- Napkins, cutlery, presentation materials: €0.40-0.60 per person
- Transport packaging/protective bags: €0.20 per person
Transport cost reality check
Transport isn't just fuel. Factor in loading time, driving, unloading, and potential on-site setup or reheating.
💡 Transport costs example:
Delivery 15 km from your kitchen:
- Fuel (30 km round trip): €6.00
- Driver time (2 hours): €30.00
- Vehicle wear and tear: €3.00
Total transport: €39.00 for 50 people = €0.78 per person
Platform fees for online orders
Ordering through Thuisbezorgd or Uber Eats means surrendering 15-30% of your order value. This commission must be built into your margin calculations from day one.
Minimum margin for sustainability
Catering delivery carries higher risk than standard delivery operations. Target 25-35% of your selling price excluding VAT for healthy margins.
💡 Margin check:
Selling price €20.00 incl. VAT per person:
- Price excl. VAT: €18.35
- Maximum costs for 30% margin: €12.85
- If your costs are €14.00: 76% cost ratio = unsustainable
You'll need to increase pricing or reduce costs.
Seasonal fluctuation planning
Wedding catering peaks seasonally. Spring and summer bring higher ingredient costs and increased competition. Build seasonal margin adjustments into your pricing strategy.
How do you calculate the margin on catering delivery? (step by step)
Calculate ingredient costs per person
Add up all ingredients for your catering dish. Calculate with 10-15% larger portions than in your restaurant, because guests at home have fewer side dishes.
Add up packaging and transport costs
Calculate all extra costs: special catering packaging, insulation materials, fuel, driver time and any platform fees. Divide this by the number of people.
Calculate your margin percentage
Subtract all costs from your selling price excluding VAT. Divide the remaining amount by your selling price excl. VAT and multiply by 100 to get your margin percentage.
✨ Pro tip
Track your actual costs on the last 5 wedding deliveries over 40 people. If packaging and transport exceeded €3.50 per person, your current pricing likely needs a 15-20% adjustment.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
What margin is normal for catering delivery?
A sustainable margin for catering delivery runs 25-35% of your selling price excluding VAT. This exceeds regular delivery margins due to elevated risks and specialized costs.
Should I include VAT in my margin calculation?
Never calculate margins with VAT included. Food carries 9% VAT, so €20.00 on your menu equals €18.35 excl. VAT - that's your working number.
How do I calculate transport costs for large orders?
Sum up fuel, driver time (typically 2-3 hours for substantial catering), vehicle depreciation and parking fees. Divide this total by guest count for per-portion transport cost.
What if some guests don't show up?
Build a 5-10% no-show buffer into your cost structure. You've already purchased ingredients and prepared food, so this risk requires pricing protection.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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