A strawberry tart in January costs 3x more to make than the same dish in June, yet most restaurants keep using their summer cost calculations. Many kitchens discover this the hard way after their first winter loss. Here's how to calculate those extra purchasing costs and price accordingly.
Why seasonal specials can get expensive
Ingredients have a natural season when they're cheap and high quality. Outside that season, you often pay 150-400% more for the same product. The problem: many kitchens don't update their cost price calculations.
💡 Example:
Asparagus in your spring special:
- May (in season): €8/kg
- October (off-season): €24/kg
- Difference: 200% more expensive
Per portion (150g): €1.20 vs €3.60
Calculate the price difference per season
First, map out the difference between in-season and off-season prices. Check with your supplier what the same product costs in different months.
- In-season price: The lowest price during the natural season
- Off-season price: The highest price outside the season
- Calculate the difference: (Off-season price / In-season price) × 100
💡 Example calculation:
Fresh raspberries for dessert:
- July (in season): €12/kg
- December (off-season): €32/kg
- Difference: (€32 / €12) × 100 = 267%
You're paying 2.7x as much in December.
Impact on your cost price per dish
Factor the price difference into the cost price per portion. Use the amount you actually put on the plate, not what the recipe says.
⚠️ Note:
Always calculate with the actual amount including trim loss. Whole fish becomes fillet, whole fruit becomes slices.
The formula for cost price per portion:
Cost price = (Purchase price per kg / 1000g) × Amount per portion in grams
💡 Example cost price:
Scallop carpaccio (80g per portion):
- Summer: €28/kg → (€28 / 1000) × 80 = €2.24
- Winter: €45/kg → (€45 / 1000) × 80 = €3.60
- Extra costs: €1.36 per portion
Factor into menu price
Factor the extra purchasing costs into an adjusted menu price. Use your desired food cost percentage to calculate the minimum selling price.
Minimum selling price = Total ingredient costs / (Food cost % / 100)
- First calculate the total ingredient costs of the dish
- Divide by your desired food cost (for example 30% = 0.30)
- Multiply by 1.09 for the price including 9% VAT
💡 Example calculation:
Dish with €1.36 extra costs, desired food cost 28%:
- Base ingredient costs: €8.50
- Off-season costs: €8.50 + €1.36 = €9.86
- Minimum price excl. VAT: €9.86 / 0.28 = €35.21
- Menu price: €35.21 × 1.09 = €38.38
Price increase: €1.36 / 0.28 × 1.09 = €5.29
Consider alternatives
Sometimes it's smarter to adjust the dish instead of raising the price. Look for substitute ingredients that are in season. This is the kind of thing you only learn after closing your first month at a loss.
- Similar products: Different fish, different fruit, different vegetables
- Frozen alternatives: Often 40-60% cheaper than fresh off-season
- Remove dish temporarily: Better than running at a loss
⚠️ Note:
Communicate seasonal changes to your guests. "Seasonal special" suggests it changes. Fixed menu dishes with changing prices can cause confusion.
Set up monthly checks
Create a routine to check your seasonal ingredients monthly. Suppliers often change prices without notice.
- Make a list of your 5-10 most season-sensitive ingredients
- Check current purchasing prices every month
- Calculate the impact on your cost price
- Adjust menu price or consider alternatives
With a food cost calculator, you can quickly update ingredient prices and immediately see the impact on all your dishes. This prevents running at a loss for weeks without realizing it.
How do you calculate seasonal costs? (step by step)
Check in-season vs off-season prices
Ask your supplier for prices of the same ingredient in different months. Note the lowest price (in-season) and highest price (off-season). Calculate the difference: (high price / low price) × 100.
Calculate cost price per portion
Work out what the extra costs per portion are. Use the formula: (purchase price per kg / 1000g) × grams per portion. Don't forget to include trim loss in your calculation.
Factor into menu price
Divide the new total ingredient costs by your desired food cost percentage. Multiply by 1.09 for the price including VAT. Compare with your current menu price and decide whether to adjust.
✨ Pro tip
Track your top 8 seasonal ingredients weekly during transition months (like September and March). Prices can jump 40% overnight during these periods.
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
How often should I check seasonal prices?
Check your season-sensitive ingredients monthly. Prices can rise quickly once the season ends. Better to check too often than to discover too late that you're running at a loss.
Can't I just estimate what seasonal products cost?
Estimating is risky. The difference between in-season and off-season can be 200-400%. A mistake of a few euros per portion costs you thousands of euros per year on a popular dish.
Do I have to adjust my menu price every month?
Not necessarily. You can also choose substitute ingredients, frozen alternatives, or temporarily remove the dish from the menu. Constantly changing prices can confuse guests.
How do I explain price differences to guests?
Be honest about seasonality. "This dish contains fresh seasonal ingredients, so the price may vary by season." Guests appreciate transparency about quality.
Are frozen alternatives always worse?
Not always. Some products are frozen at their peak and are better quality off-season than expensive fresh imports. Test different options before you decide.
Should I warn customers about seasonal pricing upfront?
Yes, indicate seasonal pricing on your menu with phrases like "market price" or "seasonal availability." This sets expectations and prevents complaints about price changes.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 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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