Step 1: Find your plate cost
Add up the ingredient cost of everything one guest eats: proteins, sides, bread, sauces, plus 5% to 10% for waste. That number is your plate cost. It moves every week with ingredient prices, so check it against current prices before you send a quote, not last season's.
Step 2: Pick a food cost target
Many catering guides put food cost at 25% to 30% of the menu price, a little tighter than the 28% to 35% a full-service restaurant runs. If your plate cost is $9 and you target 30%, your food-only price is $9 divided by 0.30, or $30 per person.
Step 3: Add labor, rentals and service
Price labor for prep, travel, setup, service and breakdown by the hour, not as a hidden part of the food price. Rentals like linens, chafers and china often add $5 to $20 or more per person when you supply them. Many caterers add a service or gratuity line on top.
Step 4: Check your margin
A common rule is to divide total cost by one minus your target margin. Catering guides often aim for 55% to 70% gross margin on the menu. If the job costs you $1,800 and you want a 60% margin, the price is $1,800 divided by 0.40, or $4,500.
Typical per-person ranges by service style
Published pricing guides show wide ranges: about $15 to $40 per person for drop-off, $25 to $65 for buffet, and $45 to $150 for plated service. Weddings and full-service events sit at the high end. Your own plate cost and labor matter more than any average.
Per person, per platter or per tray
Per-person pricing is easiest for plated and buffet events. Per-platter or per-tray pricing works better for drop-off orders, with each size showing how many it serves (for example, a small platter serves 10 and a large serves 25). Set a minimum order for each so small orders still pay for the trip.
Surcharges caterers commonly use
Rush orders inside two weeks often carry 15% to 25% extra, and weekend or holiday dates 10% to 20%. Write these into your menu and contract so they are not a surprise at the end.
Frequently Asked Questions
What food cost percentage should a caterer target?
Many caterers target 25% to 30% of the menu price. Plated menus with expensive proteins can run higher, so set the target per menu, not once for the whole business.
How do I keep catering prices current when ingredient costs change?
Recalculate plate cost from current ingredient prices before quoting. Cenvi tracks ingredient prices at stores near you and updates recipe plate costs, so quotes keep up with the market.
Should I charge per person or per platter?
Per person for plated and buffet events; per platter or tray for drop-off orders. Many caterers offer both from the same menu.
How much should I add for staff?
Price staff by the hour for each role and the full time on site, including travel, setup and breakdown, rather than folding it into the food price.
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