What factors determine the price of catering?

The price of catering depends on a handful of factors you run through for every request: the number of guests, the menu, the location, how much service is involved and when the event falls. Together, they form the basis of your price.

On top of that come the costs that differ per job: transport, equipment hire and your staff's hours. The trickier the location or the more complicated the job, the higher those costs climb.

Once you know exactly which factors sit in your price, you can put together a quote that's right, faster. You'll also see where your margin sits, and you can explain to a customer why your price is what it is.

What determines the price of catering?

The price of catering comes from a stack of factors that together determine the total cost. The number of guests is the starting point, but it doesn't stop there.

The type of menu has a big effect on the price. A simple lunch buffet comes in lower per person than an elaborate dinner. Your choice of ingredients plays a part too: more luxurious or seasonal products push the cost up.

The location feeds into your price through accessibility and what's already there. Think of the loading and unloading spot, the kitchen facilities on site and the distance your team has to drive. Those factors belong in your quote.

The service level also affects a good chunk of the cost. Self-service needs less staff than table service, and live cooking needs more again. The timing of the event affects your price too, depending on your diary and what else you've got on that day.

Never work out just the price per person for a job. It's the whole picture that counts. Put every cost in your quote, including transport, equipment and extra service.

A customer comparing three quotes rarely chooses on price alone. According to the Dutch Chamber of Commerce (KVK), a quote should clearly show which costs and terms apply, so the recipient can judge what is and isn't included. That's exactly where you make the difference against a competitor who just puts a number at the bottom.

How much does catering cost per person on average?

The cost of catering per person varies widely and depends on the type of event, the menu and the service. In practice, prices in the Netherlands are usually between €15 and €75 per person. For simple catering, such as a lunch or drinks, you're usually at the lower end of that range.

For snacks and nibbles, you typically charge around €15 to €25 per person. Buffets and more elaborate spreads sit in the middle, and a dinner with table service or a luxury touch heads towards the top end.

Those numbers are handy for comparing against your own prices, but they say nothing about your actual cost price. What you end up charging follows from the number of guests, the dishes you choose and how many people you bring along. The more elaborate and personal the catering, the higher the price per person. Work out the cost of your catering services properly once, rather than guessing at every request by feel. Your quotes will come together faster, and they'll be easier for the customer to compare.

Which menu costs make the difference in your catering budget?

The ingredients in your menu feed straight into the price. Seasonal produce is usually cheaper than ingredients that have to be flown in all year round. Asparagus in May costs less than in December.

The difference between simple and luxury dishes counts too. The more exclusive the ingredients and the more handwork goes into the preparation, the higher the cost per person.

So spell out exactly what's included in the price in your quote. Transport, equipment and staff aren't always automatically included, and it's precisely those items that change the final amount quite a bit. Also read which costs you should include in a catering quote altogether.

Why does catering cost more at some locations than others?

Location often has more influence on the catering price than you'd think at first glance. Accessibility is the biggest factor. A venue with a decent loading and unloading spot saves you an hour of hauling, and therefore cost, compared to a place where everything has to be carried in by hand.

What's already on site makes a difference too. If there's a professional kitchen, refrigeration and washing-up facilities, you need to bring less equipment. That saves time, transport and cost.

The distance from your own kitchen usually factors into the price. The further the venue, the higher the transport cost. Parking and walking distance matter just as much, since they cost you extra time and extra staff effort.

Finally, a venue's rules can push your price up. Think of fixed suppliers, limited set-up times or noise restrictions. That kind of condition needs extra coordination, and those hours belong in your quote too.

How does the service level affect your catering costs?

The service level affects your catering costs mainly through staffing. The more service a customer asks for, the more people you need on the day.

Self-service is usually the cheapest form. Guests help themselves to food and drink, so you keep staffing to a minimum.

With table service, the effort goes up. You need more people to serve guests, and that shows up in the price. In exchange, the event looks more polished, and customers are happy to pay for that.

At the top end you've got something like live cooking. That needs chefs on site and extra effort around it. Alongside the higher cost, it mainly delivers an experience guests keep talking about.

In between, all sorts are possible, such as a buffet with partial service. So always note in your quote which service level you're charging for, otherwise a discussion comes up if the customer expects three extra staff on top.

Which extra costs should you expect with catering?

Besides the price per person, there are costs you need to factor in separately, otherwise they eat into your margin.

Transport costs are often charged separately, especially for venues that are further away or hard to reach. Every caterer handles this slightly differently.

Equipment hire is its own line item too. Think tables, chairs, crockery, glassware and linen. Some caterers include it in the package, others offer it separately.

Service costs for extra staff usually come on top of the menu price, especially for events with table service or special requests.

Also bear VAT in mind. In catering, the rate can differ, for example between the food itself and the service around it.

Finally, timing and scheduling are factors that count too. An event outside normal working hours or with a lot of set-up costs you more, and you're entitled to simply charge for that.

What are the key points to remember about catering prices?

A price per person doesn't say much unless the full picture backs it up. Put every cost in one clear quote, including transport, equipment and extra service.

Let a customer compare your quotes on content, not on the number at the bottom. What's included, what service level do they get, and what quality of ingredients is behind it? A lower price often works out more expensive for a customer if half of it isn't included.

Planning early pays off for you just as much as for the customer. Someone who books on time gives you room in your diary, and you have time to work out the request properly instead of slapping a number on it.

Catermonkey works out your quote from your own recipes and prices, so you see the margin before you send it. Transport, equipment and staff hours sit in the same calculation, so you never forget them. Want to see how that plays out with your own menu? Set up an account with Catermonkey or get in touch.

Frequently asked questions

What does catering cost per person on average?

In the Netherlands, the price usually sits between €15 and €75 per person. Handy for comparing against your own quotes. Snacks and drinks sit around €15 to €25, buffets in the middle, and a dinner with table service at the top end. What you charge depends on your cost price, your staff and the venue.

How do I work out the price per person for a buffet?

Start with the cost price of your dishes per person, add the hours for your kitchen and service staff, and spread transport and equipment across the number of guests. Add your margin on top. For small groups, the price per person comes out higher, because transport and set-up stay the same regardless.

Should I put transport costs separately in my quote?

That's up to you, but put them somewhere either way. Listing them separately in your quotes works well for venues that are far away or hard to reach, because the customer then sees where the amount comes from. If you fold them into the price per person, mention in your quote that transport is included.

Which VAT rate applies to catering?

That differs per situation. Food you deliver often falls under a different rate than the service around it, such as table service and equipment hire. Check with your accountant and put the correct rate per line in your quote, so your invoice checks out later too.

How much margin do I keep on a catering job?

You only see that once you count every cost: ingredients, hours, transport, equipment and waste. Many caterers work out the ingredients neatly and forget the hours for setting up and breaking down. Work through one job from start to finish, then you'll know where your real floor is.

Why is the same catering more expensive at one venue than another?

Three factors: accessibility, distance and what's already on site. A venue with a kitchen, refrigeration and washing-up facilities saves you equipment and half a truckload. A venue without a loading and unloading spot costs you extra people and extra time, and that comes back in the price.

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