We all have meals we’ll never forget.
Whether it’s the best corndog you’ve ever tasted at a community event or a tender filet mignon at a VIP banquet, memorable events are grounded in the food that’s served.
Study after study has proven the social power of eating together and how great catering heightens event experiences.
But calculating the amount you’ll need to set aside for catering isn’t always straightforward.
That’s why we’ve created this guide.
Read on to find out which factors affect catering prices and get pro tips on how to calculate the catering costs at your next big event — whether you’re serving 10 or 100 people.
How do you calculate catering costs per person for events of different sizes?
How to calculate catering for 10–20 people
How to calculate catering for 30–40 guests
How to calculate catering for 50 or more people
How to calculate catering for 100 people or more
What are the factors that affect event catering costs?
Unfortunately, catering costs can vary wildly.
So if you want to get a clear calculation of how much catering will cost per person at your upcoming event, you need a clear picture of the key contributing factors that’ll generate your total cost.
Those factors include:
- The size of your event: This is inevitably one of the biggest factors. Sometimes, catering teams will charge you more (or give you a bulk discount) depending on the size of your group.
- The type of event you’re running: The service levels and food requirements for an outdoor community block party will be different from a formal banquet — and that translates into a shift in cost.
- Who your guests are: Will your event be filled with children and hungry families, or is it a flirty singles event where adults are just going to want a small grazing table?
- The location of your event: You may end up paying a catering premium if your event is in a remote location or a bustling downtown area.
- The length of your event: The longer you need catering staff to be on standby, the higher your overall expenses.
- The catering menu you’ve chosen: Choose your catering menu wisely. Bigger or more complicated dishes will cost more.
- Your staff requirements: Have you got an event team at your venue that can double as serving staff, or do you need to hire a team? The greater your staff requirements, the higher your total catering costs.
No two events are 100% alike — so the factors involved in your catering costs may vary.
But if you’ve got a firm idea of what your event will look like and you have some solid catering ideas, you should be able to generate fairly accurate estimates of your catering costs per head.
How do you calculate catering costs per person for events of different sizes?
Although all the factors above influence how you calculate catering per person, the size of your event is by far the most important variable.
Size also influences your location, staff requirements, ideal menu, and more. Bearing that in mind, let’s run through some estimated catering costs for different-sized events.
How do you calculate catering costs per person for 10–20 people
When you organize a more intimate dinner event, it makes sense to serve a personalized dining experience. That’s why we recommend a more formal sit-down dinner from a professional catering team or kitchen if you’re feeding 20 people or less at your event.
This is the kind of number you expect at a VIP event or small benefit. It’s a great opportunity to team up with a local restaurant or private chef to cultivate a laid-back dinner party or luncheon.
Now, let’s talk costs. According to researchers at Yelp, the average three-course plated dinner menu runs at:
If you’re on the low end of this price range, a 20-person event would end up at a total cost of $1,000. The high end of that range would come in at $2,500.
💡Pro tip: Planning an event for a smaller guest count? Make sure you communicate with them beforehand so you’ve got a clear understanding of any special requests or dietary restrictions.
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How do you calculate catering costs per person for 30–40 guests
If you’re working with a slightly bigger audience for a large dinner, corporate event, or special club event, look at the different ways you could collaborate with local restaurants.
An event of 30 to 40 people is the ideal size for a custom menu, upscale buffet, or drop-off catering. Drop-off catering is when a restaurant or catering team prepares everything off-site and drops it off for you to serve independently.
Now, let’s look at costs.
- $12–$20 per person for drop-off catering
- $50–$125 per person for a full-plated dinner
That means if you needed enough food to feed 40 people, drop-off catering would cost an average of $800. Meanwhile, a traditional sit-down meal could cost up to $5,000, depending on the complexity of the menu and the other factors we’ve touched on.
💡Pro tip: One great way to reduce catering costs is to establish a partnership with a local catering company or venue. For example, you could work out a deal with a caterer to give you a 15% discount on events in exchange for giving them exclusive rights to cater all your events.
You’d be surprised how receptive chefs and local restaurants will be to forge partnerships. After all, it’s a win-win. They get more business and higher revenue, and you get to stick to your budget.
How do you calculate catering costs per person for 50+ people
Once you’ve tipped over the 50-person threshold, you’re entering the territory of a medium-sized event. This is the sort of crowd you might expect to see at a big community celebration, block party, concert, or a large charity event.
If you’ve got a venue with enough seating, it’s possible to arrange a large-plated dinner with a scaled-back menu for a crowd of 50 or more. But the easiest solution we’d recommend is a tasty buffet.
So let’s look at costs. For a catered buffet, you should expect to pay:
Remember to discuss food portion sizes and serving sizes with your caterer ahead of time. After all, you don’t want to throw away money on extra food and larger portions people won’t eat.
For example, let’s say you need to feed 50 kids at an event. The United States Department of Agriculture (USDA) recommends you use 6lbs of ground turkey to create 50 turkey burgers. So you shouldn’t create waste by buying up 10lb worth of turkey, right?
💡Pro tip: Make sure you’ve got an accurate head count to prevent waste. You can use the Eventbrite Organizer App to check in people at the door so your food team has an accurate guest count. That’ll give them a chance to adapt their catering portions ahead of food service if it turns out they don’t need as many ingredients.
How do you calculate catering costs per person for 100+ people
After you surpass 100 people, you’re getting into larger events. Think small festivals or concerts, big community celebrations, or larger networking events and trade shows.
If you’re trying to feed a big crowd on a budget, we’d recommend you go for a streamlined buffet, food trucks, or some well-stocked grazing tables.
OK, so now let’s talk costs. According to the New York Food Truck Association, your typical food truck catering will run between:
That would mean a total cost of between $1,500 to $3,500 to feed 100 people — not too bad.
Grazing tables are at the bottom end of that spectrum, too. For example, Illinois-based Top Tier Boards advises clients to expect a cost of:
💡Pro tip: When you select a catering partner for your next large event, make sure you collaborate with them on social media to extend your reach and build a sense of excitement around the delicious food at your event. Tag their social media accounts, and optimize your content to make sure you’re getting people onto your event page.
For example, with Eventbrite Marketing Tools, you can A/B test content and get scheduling recommendations so you’re able to reach the right people without breaking a sweat.
Let’s get cooking
Catering costs aren’t an exact science. But by understanding your requirements and what you need to realize your vision, it’s possible to budget your catering expenses pretty accurately.
Just remember: No matter how big your guest list is, it’s important you use the right tools and platforms for event organizers. Eventbrite helps you market your event, keep in touch with your guests, and always be up-to-date on your attendee numbers, all in one place.
