I'll admit it - I used to wing paella pricing and nearly went broke doing group catering. A paella for 10 people costs between €45 and €75 in ingredients, depending on your fish and meat quality. Most caterers underestimate these costs and lose money on group bookings.
Gather all ingredients and prices
Paella contains way more ingredients than most people realize. Don't just count rice and shrimp - you need saffron, olive oil, paprika powder and every single garnish.
💡 Example paella mixta for 10 people:
- Bomba rice (500g): €4.50
- Chicken thighs (800g): €6.40
- Shrimp (400g): €16.00
- Mussels (1kg): €4.50
- Saffron (1g): €8.00
- Peppers, onion, garlic: €3.50
- Olive oil, broth, spices: €2.10
Total ingredients: €45.00
Pull out your supplier invoices for real prices. Saffron swings from €6 to €12 per gram. Shrimp runs €35 to €45 per kilo. These price gaps make or break your margins - it's a pattern we see repeatedly in restaurant financials where operators guess instead of tracking actual costs.
Calculate the cost per person
Take your total ingredient costs and divide by headcount. This gives you the food cost per person.
💡 Calculation:
Ingredients: €45.00 for 10 people
€45.00 ÷ 10 = €4.50 per person
Catering typically runs 25-30% food cost. At €4.50 in ingredients per person, you need to charge at least €15-18 per person (excl. VAT) to stay profitable.
Account for waste and loss
Paella always creates waste. Mussels that won't open, shrimp that break apart, rice that sticks and burns. Build in 10-15% extra ingredients.
⚠️ Note:
Always factor in waste. From 1kg of mussels, expect 100-150g to be unusable. This bumps your cost price up 10-15%.
Your real cost price becomes: €4.50 × 1.15 = €5.18 per person. That's your actual starting point for pricing.
Include staff and overhead
Catering brings extra costs: transport, setup, on-site service. These typically eat up 40-50% of your total price.
- Transport and equipment: paella pan, gas burner, plates, cutlery
- Staff: minimum 1 chef for 2-3 hours
- Prep work: mise-en-place, shopping, cleanup
Standard catering breakdown: 30% food, 45% labor, 25% profit and overhead.
💡 Total price calculation:
- Ingredients + waste: €5.18 per person
- At 30% food cost: €5.18 ÷ 0.30 = €17.27 excl. VAT
- Including 9% VAT: €18.82 per person
For 10 people: €188.20 total
Check your competition
Research what other caterers charge for paella. In the Netherlands, expect €16-25 per person, depending on your region and ingredient quality.
If your math puts you at €19 per person, you're competitive. Above €23 gets tough unless you're using premium ingredients.
How do you calculate the cost price of a paella? (step by step)
Make an ingredient list with exact quantities
Write down all ingredients for 10 people: rice, meat, fish, vegetables, spices and olive oil. Look up current purchase prices with your supplier.
Add up all ingredient costs
Calculate what each ingredient costs for the right quantity. Don't forget expensive items like saffron - they often make up 15-20% of your cost price.
Divide by number of people and add waste
Divide your total ingredient costs by 10 people. Add 10-15% waste for broken mussels and spillage during cooking.
Calculate your minimum selling price
Divide your cost price per person by 0.30 (for 30% food cost). This gives you the minimum price excl. VAT. Multiply by 1.09 for the price incl. VAT.
✨ Pro tip
Recalculate your paella costs every 2 weeks during peak season. Seafood prices shift constantly, and that €4.50 per person from last month could easily be €5.40 today.
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 food cost percentage is normal for paella catering?
Catering typically runs 25-30% food cost. Paella can push slightly higher due to expensive ingredients like saffron and fresh seafood, but stay under 35%.
Should I include VAT in my cost price calculation?
No, always calculate excluding VAT first. Paella catering falls under 9% VAT. Get your price excl. VAT, then multiply by 1.09 for the final customer price.
How much rice do I need for 10 people paella?
Use 50 grams of bomba rice per person - that's 500 grams total. Bomba rice absorbs more liquid than regular rice and creates the authentic paella texture.
What if my supplier raises shrimp prices mid-contract?
Update your cost calculations immediately. Shrimp often represents 30-40% of your ingredient costs, so a 20% price jump means €3-4 extra per 10-person paella.
Can I substitute cheaper ingredients to boost margins?
Yes, but test everything first. Try frozen shrimp instead of fresh, or reduce saffron slightly. Always taste-test before serving to customers - quality can't suffer for profit.
How do I price in equipment rental and transport costs?
Calculate all extras: fuel, paella pan rental, additional staff time. Either divide these costs across your total price or add a flat 15-20% markup on your food cost.
📚 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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