Catering Cost Per Head Calculator
To price catering per head, total the food for the whole event, add staff hours on site, travel, and any hire, then divide by the confirmed guest count and apply your margin. The calculator below does it for you, and shows the event total alongside the per-head figure.
How much should you charge for event catering?
To price catering per head, total the food for the whole event, add staff hours on site, travel, and any hire, then divide by the confirmed guest count and apply your margin. The calculator below does it for you, and shows the event total alongside the per-head figure.
Catering Cost Per Head Calculator: FAQs
How do I calculate catering cost per head?
Add the food cost for the whole event to your staff hours, travel, and hire, then divide by the guest count. That gives cost per head. Apply your margin to that figure to get the price you quote.
What should I charge per head for a buffet?
UK buffet catering commonly quotes between £12 and £25 per head depending on menu and service level. Cost yours rather than copying a range: the same menu at 40 guests and 140 guests produces very different per-head figures because staff and travel barely change.
Does the guest count change my cost per head?
Yes, substantially. Food scales with guests but staff, travel, and hire do not. Drop from 120 guests to 80 and your fixed costs are spread across a third fewer people, so the cost per head rises even though the booking got smaller.
Should travel be inside the per-head price?
Either works, as long as it is counted. Including it keeps the quote simple; showing it separately makes distance-based pricing easier to justify. What loses money is leaving it out of both.
How much should I allow for staff?
Count every paid hour, including prep the day before, travel time, setup, service, and clearing down. Two staff across an eight hour event at £14 an hour is £224, which is often more than people expect.