How to price catering, step by step
This calculator follows the method many caterers use. It starts with what the food costs you, then layers on everything else the job takes, in this order:
- Food price per guest = ingredient cost ÷ target food cost %.
- Labor per guest = total event labor hours × hourly cost ÷ guests.
- Subtotal = food price + labor.
- Overhead = subtotal × overhead %. This covers transport, equipment, insurance and admin.
- Price per guest = (subtotal + overhead) ÷ (1 − profit margin %).
- Quote total = price per guest × guests.
Worked example (made-up numbers)
These are the example numbers the calculator opens with. They are only there to show the math, not to suggest what you should charge.
| Step | Math | Per guest |
|---|---|---|
| Food price | $12 ÷ 30% | $40.00 |
| Labor | 40 h × $25 ÷ 100 guests | $10.00 |
| Overhead | $50.00 × 10% | $5.00 |
| Cost per guest | subtotal + overhead | $55.00 |
| Price per guest | $55.00 ÷ (1 − 15%) | $64.71 |
For 100 guests that is a quote of $6,471.00, with $9.71 profit per guest.
Tips for pricing catering jobs
- Cost the menu from real recipes. Weigh portions and price ingredients at what you actually pay, including waste.
- Count every labor hour. Prep, travel, setup, service and cleanup all count, not just the hours guests are eating.
- Check your quote against the market. Compare your price per person with typical prices couples see on our catering cost per person page (Zola, 2026).
- Set a minimum. Small events still need a full team to travel and set up.
- Write down what is included. Clear quotes about staffing, rentals, service charge and gratuity save arguments later. The catering tip calculator page explains how clients think about tips.