How much to charge for catering per person

"How much should I charge for catering?" has no single answer, but it has a reliable method. Price from your own costs up, then check the result against what buyers expect to pay. This guide walks through both.

Step 1: Cost the food per guest

Start with the package, not the menu. For each package, write down the portion per person and cost every ingredient.

Example: a taco bar package per guest | Item | Portion | Cost | |---|---|---| | Protein (2 options, combined) | 6 oz | $2.40 | | Rice and beans | 8 oz | $0.55 | | Tortillas | 3 | $0.30 | | Salsas, toppings, chips | | $0.90 | | Food cost per guest | | $4.15 |

Those numbers are illustrative. Use your own invoices.

Step 2: Set a food cost target

Restaurant365 puts a typical restaurant food cost target at 28% to 33% of the menu price (Restaurant365). Catering often runs in the same range or a bit lower, because labor per plate is lower than table service but packaging and delivery add cost.

Food-based price = food cost per guest / target food cost %

With a 30% target: $4.15 / 0.30 = $13.83 per guest before packaging, delivery and anything else.

Step 3: Add what catering costs that dine-in does not

• Packaging: trays, lids, utensils, plates, napkins, serving tools, labels. Cost it per guest.
• Extra labor: prep before service, packing, the delivery driver's time.
• Delivery: distance, time, vehicle. Many restaurants charge it as a separate line.
• Setup or staffing: if you set up a buffet or leave a server, charge per hour.
• Payment and platform fees: card processing on every order, and marketplace commission if the order comes through one. ezCater charges restaurants 15% on marketplace orders and 2.99% payment processing (ezCater 2026 Getting Started Guide).

A common approach: include packaging in the per-person price, show delivery and staffing as separate lines. Buyers compare per-person prices across restaurants, and hidden costs in the per-person number make you look expensive.

Step 4: Sanity-check against the market

Once you have a number, compare it to what buyers actually spend.

• ezCater's 2026 data shows an average workplace order of about $430 for 26 people (Food On Demand, June 2026). That works out to roughly $16.50 per person including whatever was in those orders. It is an average across all cuisines and markets, not a target.
• Search your own area on the marketplaces you might compete on and note per-person prices for similar packages.
• Ask buyers. "Do you have a per-person budget?" is a normal question on a catering call.

If your number is far above the market, look at portions and package design before cutting price. Often the fix is a lighter "lunch" package next to a fuller "event" package.

Step 5: Set a minimum order

A minimum protects you from deliveries that lose money. Express it as a dollar amount or a headcount.

How to find yours: add the fixed cost of fulfilling any order (driver time, packing time, packaging basics) and make sure the minimum order's contribution covers it with room left over. Put the minimum on your catering page and in your ads, so small orders filter themselves out.

Step 6: Price for the occasion, not just the food

The same food can carry different prices depending on the service around it: - Drop-off catering: trays delivered, no setup. Lowest price point. - Delivery with setup: buffet arranged, chafing dishes, signage. Add a setup fee. - Staffed events: servers on site. Charge per staff hour with a minimum. - Individually packaged meals: often priced higher per person because of packaging and labor.

A simple per-person pricing formula

Per-person price = (food cost per guest + packaging per guest) / target food-and-packaging % Then add: delivery fee, setup fee, staff hours, as separate lines

Check that the total order still meets your minimum and contributes enough after all direct costs.

Common mistakes

• Copying a competitor's price without knowing their costs.
• Forgetting packaging. On large orders it can be a meaningful share of cost.
• Pricing delivery at zero to win the order, then losing money on every run.
• No deposit, so a cancellation leaves you with prepped food. See catering deposit policy.
• Too many options. Three to five packages beat a la carte for most buyers.

Common questions

How much should I charge for catering per person?

Build it from your food cost per guest divided by a target food cost percentage (often around 28% to 33%), plus packaging, then add delivery, setup and staffing as separate lines. Check against local market prices.

How much should I charge for catering delivery?

Cover the driver's time, vehicle cost and distance. Many restaurants use a flat fee within a radius and a higher fee beyond it.

Should I charge differently for drop-off catering?

Yes. Drop-off has the lowest service cost. Setup and staffed events should carry their own fees.

Do I charge tax and gratuity on catering?

Tax rules for catering vary by state and city. Check with your accountant. Many restaurants add an optional gratuity line for delivery drivers or staff.

Get more people asking for a quote

Good pricing only matters if catering inquiries keep coming in. ModernClicks runs Meta ads that bring independent restaurants catering inquiries for office lunches, private events and larger events. Book a call to see if it fits your restaurant.