Catering for film studios requires a different cost price calculation than regular catering. You're dealing with long shooting days, specific dietary requirements from cast and crew, and often last-minute changes. In this article you'll learn step by step how to calculate your cost price and which extra factors you need to take into account.
Why film catering is different
Film studio catering differs on crucial points from regular event catering. You often serve 12-16 hours a day, deal with fluctuating numbers of people, and need to account for specific dietary requirements from actors and directors.
⚠️ Note:
Film productions often have strict per-person per-day budgets. Check this upfront, because your cost price needs to fit within that.
Basic cost price calculation per person
Just like with other catering, you start with the standard formula, but with extra factors:
Cost price per person = (Ingredients + Packaging + Transport + Extra staff) / Number of people
💡 Example film catering (50 people, 12 hours):
Lunch for film crew of 50 people:
- Ingredients: €12.50 per person
- Packaging (lunch boxes): €1.80 per person
- Transport and setup: €200 total
- Extra staff (12 hours): €300 total
Calculation: (€625 + €90 + €200 + €300) / 50 = €24.30 per person
Specific cost factors for film studios
Film catering involves extra costs that you don't have at regular events:
- Long service hours: 12-16 hours per day means more staff and higher labor costs
- Flexibility: Last-minute changes in numbers or timing
- Special dietary requirements: Vegan, gluten-free, keto - often 20-30% of the crew
- Location challenges: Catering in studios, outdoor locations, or temporary setups
- Hygiene requirements: Stricter HACCP standards than regular catering
Accounting for dietary requirements and alternatives
Film productions often have a high percentage of people with specific dietary requirements. Factor this explicitly into your cost price:
💡 Example dietary requirements (50 people):
- 35 people: standard menu (€11 per person)
- 8 people: vegan menu (€14 per person)
- 4 people: gluten-free menu (€16 per person)
- 3 people: both (vegan + gluten-free) (€18 per person)
Average ingredient costs: €12.40 per person
Time pressure and flexibility pricing
Film productions often change their planning at the last minute. You need to price in flexibility:
- Buffer of 10-15%: Extra ingredients for unexpected guests
- Standby staff: Extra cook or server for busy moments
- Overtime rates: If the shooting day runs over you pay more wages
⚠️ Note:
Film productions often pay 30-60 days after delivery. Factor this into your cash flow and possibly into your price.
Margin and competition
Film catering is a niche market with specific challenges. Standard margins are between 25-35%, higher than regular catering due to the extra service and flexibility.
💡 Example complete calculation:
Cost price: €24.30 per person
Desired margin: 30%
Selling price excl. VAT: €24.30 / 0.70 = €34.71
Selling price incl. 9% VAT: €37.84 per person
How do you calculate the cost price for film studio catering?
Inventory all costs
Make a list of ingredients, packaging, transport, extra staff and flexibility costs. Calculate with a 10-15% buffer for last-minute changes.
Calculate dietary requirements separately
Ask upfront for the percentage of vegan, gluten-free and other special requirements. These often cost 20-40% more than the standard menu.
Add up all costs and divide by number of people
Cost price per person = (all ingredients + packaging + transport + staff + buffer) divided by number of people.
Add desired margin
Divide cost price by (1 - desired margin). At 30% margin: cost price / 0.70. Multiply by 1.09 for VAT.
✨ Pro tip
Build a fixed buffer of 15% extra ingredients into your cost price. Film productions always have more people than stated, and it's better to have too much than too little.
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 much buffer should I calculate for film catering?
Calculate 10-15% extra ingredients and staff. Film productions often change their numbers or timing at the last minute.
What does average film catering cost per person?
Including all costs and margin this often ranges between €35-50 per person per day, depending on quality and service hours.
How do I handle special dietary requirements?
Ask upfront exactly how many people have which dietary requirements. Calculate vegan and gluten-free menus 20-40% more expensive than standard.
Do I need to charge VAT on film catering?
Yes, 9% VAT like all catering. Always calculate your cost price and margin excl. VAT first, then add VAT.
How far in advance do I need to know final numbers?
Ideally 48 hours in advance, but build flexibility into your contract. Calculate a surcharge for changes within 24 hours.
📚 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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