Seasonal dishes are profitable because your food costs are lower, but only if your team knows what can and cannot be given away for free. Many kitchens leak profit because staff is too generous with extras. In this article, you'll learn how to set clear agreements that everyone understands.
Why agreements are crucial for seasonal dishes
Seasonal dishes often have lower food costs, but higher margins disappear quickly if your team gives away too much. An extra scoop of strawberries here, an extra spear of asparagus there — it seems harmless, but it adds up.
💡 Example:
Your asparagus dish costs €8.50 in ingredients at a €29.50 selling price (29% food cost). But if your chef gives 2 extra asparagus spears every time:
- 2 extra asparagus spears: €0.80
- New cost price: €9.30
- New food cost: 31.5%
At 100 portions per week: €4,160 less profit per year
Distinguish between base and extras
Break down each seasonal dish into two parts: what's included and what's extra. This prevents arguments during service.
- Base portion: What the guest gets for the menu price
- Optional extras: What's only given on request (and for a charge)
- Garnish: What always comes with it for presentation
💡 Example strawberry dessert:
- Base: 6 strawberries, 1 scoop vanilla ice cream, whipped cream
- Garnish: Mint leaves, powdered sugar
- Extra (for a charge): Extra scoop of ice cream (+€2.50), extra strawberries (+€1.50)
Set clear portion sizes
Use weights and numbers, not vague descriptions. "Generous" means something different to everyone.
- Weigh ingredients during quiet moments
- Write down exact grams and numbers
- Take photos of correct portion sizes
- Hang these in the kitchen
⚠️ Note:
Don't write "large portion of strawberries" but "12 strawberries (approximately 180 grams)". That way no one can add their own interpretation.
Discuss the financial impact
Explain to your team why this matters. People stick to agreements better when they understand why.
- Show the cost per extra portion
- Calculate what 10 grams extra per plate costs per year
- Explain that seasonal profits are used for investments or salaries
💡 Calculation example:
10 grams extra strawberries per plate at €12/kg purchase price:
- Extra cost per plate: €0.12
- At 80 plates per week: €9.60
- Per season (12 weeks): €115
"That €115 we can use for a team outing or new uniforms."
Set exception rules
Decide in advance when extras are allowed. That way no one has to hesitate during service.
- Regular guests: Can they get something extra as standard?
- Complaints: What can you give for a legitimate problem?
- Children: Do they get smaller portions (and thus lower cost)?
- Allergies: What substitute do you offer?
Monitor and adjust
Making agreements is one thing, following through is another. Check regularly that everyone sticks to them.
- Work alongside during service and check portion sizes
- Review your food cost figures weekly
- Ask for feedback: are the agreements realistic?
- Adjust if portions turn out to be too small or too large
⚠️ Note:
If your food cost consistently comes in higher than planned, it's often due to overly generous portions. Check this first before raising prices.
Digital recording helps
Paper lists get lost and aren't updated. A system like KitchenNmbrs helps you record recipes with exact portion sizes and automatically track food cost. That way you immediately see if you're deviating from the agreements.
How do you set agreements about seasonal dishes? (step by step)
Calculate your base cost price
Weigh all ingredients and calculate the exact cost per portion. Note this as your 'standard portion' that everyone sticks to.
Take photos of correct portions
Photograph how the plate should look with the right amounts. Hang these photos in the kitchen as a visual reference.
Discuss financial impact with team
Explain what extra ingredients cost per year and why it matters. People stick to agreements better when they understand the why.
Set exception rules
Decide in advance when extras are allowed (complaints, regular guests, etc.) so no one has to hesitate during service.
Monitor and check weekly
Check your food cost figures every week and work alongside during service. If figures deviate, it's often due to overly generous portions.
✨ Pro tip
Weigh the perfect portion during a quiet moment and note the weight on your recipe. That way everyone can check if they're giving the right amount without guessing.
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 if my chef says guests are getting too small portions?
First calculate what larger portions cost per year. People are often shocked by the amount. If portions really are too small, officially increase the portion size and adjust your menu price.
How do I prevent arguments during service about portion sizes?
Take photos of correct portions and hang them up. Also decide in advance who can approve extras (for example, only the chef or owner). That way no one has to guess.
Do I need to check if portions are correct every week?
In the beginning yes, later it can be less frequent. Especially check your food cost figures — if they're consistently higher than calculated, your portions are deviating from the agreement.
What if seasonal products become more expensive than expected?
Adjust your menu price or temporarily reduce the portion. Communicate this clearly to your team, otherwise they'll continue with the old portion size while you're losing money.
How do I explain why this matters without coming across as stingy?
Focus on the positive: using seasonal profits for team outings, new equipment, or salaries. Show that managing margins well benefits everyone.
⚠️ 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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