How do I price a catering job?

Start with your food cost per person, then add staffing (hours × rate), rentals (linens, equipment, chafing dishes), transportation, and a share of overhead. Divide total event cost by (1 − target margin) to get your minimum quote. Most catering businesses target 30–40% gross margin. Always price per person so scaling up guest count automatically scales revenue without repricing the entire event.

What is a typical food cost percentage for catering?

Catering food costs typically run 28–35% of the event price. For plated dinners it's often 28–32%; for buffets 30–35% because of higher food volume and waste. If your food cost is above 35%, you're likely underpricing. Use the 3× rule as a quick check: your per-person charge should be at least 3× your raw food cost per person to cover labor, overhead, and profit.

How much should I charge per person for catering?

Catering prices vary widely by event type and market: casual buffets $25–$45/person, corporate lunches $30–$60/person, plated dinners $65–$150/person, and premium events $100–$200+/person. The right price for your business depends on your actual food and labor costs. Use this calculator to find your true cost per person and then add your target profit margin rather than guessing from market averages.

SmartBizCalc

Catering Pricing Calculator

Build an accurate event quote — food cost, staffing, rentals, and travel — so you know your per-person price and total event margin before you bid.

Event Details

Number of Guests

Menu Type

Food Cost

Raw Food Cost Per Person ($)

Staffing

Staff Hours (total)

Staff Rate ($/hr avg)

Direct Event Costs

Rentals (linens, equipment)

Travel / Delivery ($)

Pricing

Overhead per Event ($)

Target Profit Margin (%)

Event Quote

Total Food Cost—

Total Staffing Cost—

Rentals + Travel—

Overhead—

Total Event Cost—

Your Price

Recommended Per-Person Price—

Total Event Quote—

Your Gross Profit—

Food Cost %—

Estimates only. Actual food costs vary by menu complexity and supplier pricing. Always account for waste (10–15% buffer on food quantities) and gratuity if applicable.

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You might also find useful: Restaurant Food Cost Calculator · Profit Margin Calculator · Break-Even Calculator