Catering Quote Calculator
Never underprice a catering job again. Build a complete quote in 2 minutes — with your margin built in.
What is the Catering Quote Calculator?
The Catering Quote Calculator builds a complete per-event price — food cost per head, labor for prep and service, rentals, delivery, and margin — so caterers quote profitably in minutes instead of guessing a per-person number under pressure.
How is it calculated?
Enter guest count, menu food cost per person, prep and service labor hours at loaded rates, rentals and disposables, delivery distance, and target margin. The calculator totals true event cost and produces the quote, per-person price, and a suggested deposit.
Worked example: What should you quote the Smith Wedding (80 guests)?
- Add up every hard cost
Food is $18/person x 80 guests = $1,440. Add labor $600 + equipment/rental $300 + delivery $100 + other $0. Your total cost to run the event is $1,440 + $600 + $300 + $100 = $2,440.
- Build in your profit margin
Don’t just add 25% on top. To actually keep 25%, divide by (1 – margin): $2,440 / (1 – 0.25) = $2,440 / 0.75 = $3,253 total quote.
- Check your profit
Profit = quote – cost = $3,253 – $2,440 = $813. That $813 is exactly 25% of the $3,253 you’re charging.
- Get the per-person price
$3,253 / 80 guests = $41 per person. This is the number most clients compare against other caterers, so know it before you send.
- Set the deposit and balance
Deposit at 30% = $3,253 x 0.30 = $976 due at booking. Balance due day-of = $3,253 – $976 = $2,277.
- Verdict
Quote the Smith Wedding $3,253 ($41/person), collect a $976 deposit to reserve the date, and you pocket $813 after all costs. Copy the summary and send it the same day they ask.
How much does your margin change the Smith Wedding quote ($2,440 cost, 80 guests)?
| Profit margin % | Total quote | Your profit | Price per person |
|---|---|---|---|
| 15% | $2,871 | $431 | $36 |
| 20% | $3,050 | $610 | $38 |
| 25% (default) | $3,253 | $813 | $41 |
| 30% | $3,486 | $1,046 | $44 |
| 35% | $3,754 | $1,314 | $47 |
| 40% | $4,067 | $1,627 | $51 |
Frequently Asked Questions
How do I price a catering job per person?
Build up, don’t guess down: food cost per head × guest count, plus all labor (prep, service, breakdown) at loaded rates, rentals, disposables, and delivery — then apply margin by dividing by (1 − target %). Typical full-service catering lands at 3–4× the raw food cost per person.
What margin should a caterer target per event?
Target 25–35% net margin after all event costs. Weekend-peak dates and small guest counts warrant the high end; large corporate contracts can accept less for volume. Below 20%, one overtime hour or forgotten rental erases the event’s profit.
How much deposit should I require for catering?
Standard practice is 25–50% at booking, with the balance due 3–7 days before the event — never after. The deposit should at least cover your food purchase and any rentals so a cancellation can’t put you cash-negative; make it non-refundable inside your purchasing window.
Should I charge for tastings, delivery, and staff separately?
Itemize them. Line-item pricing for delivery, service staff, and rentals keeps the per-person food price competitive while recovering real costs, and lets clients trim extras instead of negotiating your margin. Fold a tasting fee into the contract as a credit upon booking.
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