How to Price Catering
Catering pricing is not just food cost times two. It must cover labor, transport, equipment rental, waste, venue and risk. Calculate food cost per guest, back into a price from your target food cost percentage, and set minimum headcount/delivery fees.
Cost build-up
Food cost per guest times headcount plus labor (prep/on-site), transport/equipment and waste/spares.
Target food cost is often 25–35%; catering may run higher due to labor and waste.
Put minimum spend, delivery, rush and cancellation terms in the quote.
Quote structure
Offer packages/buffet/à la carte and state inclusions (ware, service, cleanup).
Take a deposit to hold the date and collect the balance before the event.
Add a 10% buffer so higher headcount does not erase margin.
FAQ
What food cost percentage should I target?
Start from your history and labor structure; 25–35% is a common range, and catering can run higher.
How should I charge delivery?
Charge a fixed fee by distance/time/equipment rather than hiding it in menu prices.
What if headcount increases?
Set a cutoff and rush fee in the contract; same-day additions may cost more.