How to Price Catering Services
Catering pricing is all about per-person costs, service style, and event complexity. From corporate lunches to weddings, this guide covers how to build a profitable catering quote that covers food, labor, rentals, and service fees.
1. Typical Catering Rates
Caterers charge $15–$75/person; $500–$10,000/event. The price depends heavily on menu complexity and service style (buffet vs. plated). Here's a breakdown:
| Service | Typical Price |
|---|---|
| Corporate catering (per person) | $15–$35/person |
| Wedding catering (per person) | $50–$150/person |
| Private events (per person) | $30–$75/person |
| Drop-off meal service | $12–$25/person |
| Full event (small + large) | $500–$10,000/event |
2. Key Factors That Affect Pricing
- Menu complexity: A simple buffet costs $15–$30/person. Multi-course plated dinners with premium ingredients (steak, seafood) run $75–$150/person.
- Service staff: Waitstaff, bartenders, and chefs cost $25–$50/hour per person. Plated service needs more staff than buffets. Include these as a separate line item.
- Equipment rental: Chairs, tables, linens, china, and glassware add $5–$20/person. If the venue provides none of these, the rental cost is significant.
- Beverage service: Full bar costs $15–$40/person extra. Cash bar (guest pays) or limited bar (beer & wine only) are cheaper alternatives.
- Delivery & setup: Travel time, setup crew, and breakdown add $200–$1,000+ to a quote depending on distance and event size.
3. Simple Pricing Formula
Total Catering Cost = (Per-Person Food Cost × Guest Count) + Staff Wages + Equipment Rental + Beverage Service + Delivery & Setup + Service Charge
Use our Service Pricing Calculator to build complete catering quotes.
4. Sample Invoice Line Items
Catering invoices should be itemized per guest, per course, and per service. Standard line items:
- per-person meal cost
- beverage service
- staff & servers
- equipment rental
- cake/dessert
- service charge
Use our Catering Invoice Template to create detailed, professional invoices for every event.
Frequently Asked Questions
How do I price per person vs. flat rate?
Per-person pricing is standard for catering. Use it for food, beverages, and staffing. Flat rate works better for rentals and delivery fees.
What's a standard service charge for catering?
Most caterers add an 18–22% service charge on the base food cost, which covers coordination, overhead, and kitchen staff. It is distinct from the gratuity.
How do I handle dietary restrictions in pricing?
Offer a standard menu and charge $5–$15/person extra for special dietary menus (gluten-free, vegan, kosher). This covers additional prep and ingredient costs.
What deposit is standard for catering bookings?
50% deposit to reserve date; balance 14 days before event. The deposit is non-refundable because you've already committed to purchasing food and staffing the date.