What is Catering Cost?
Catering cost is the total expense for food and drink service at an event, including per-head costs, dietary accommodations, gratuity, and equipment rental. It is typically the single largest event expense, accounting for 40-60% of total budget. Compare venue options with the Venue Hire Calculator and plan your full event with the Wedding Budget Calculator.
The Formula
Total Catering Cost = (Per Head Cost × Number of Guests) + Dietary Special Surcharges + Gratuity
Worked Example
80 guests at $100/head standard menu, 10 guests with dietary requirements at $15 extra each, 20% gratuity.
- Standard catering = 80 × $100 = $8,000
- Dietary surcharges = 10 × $15 = $150
- Subtotal = $8,000 + $150 = $8,150
- Gratuity = $8,150 × 20% = $1,630
- Total = $8,150 + $1,630 = $9,780
📌 Total catering cost: $9,780 for 80 guests, $122.25 per head including gratuity and dietary accommodations.
Why This Matters
Budget allocation
Catering is where most event budgets are won or lost. A $15/head saving across 100 guests frees up $1,500 for other elements. Consider canape receptions or stations instead of sit-down for 20-30% savings.
Guest experience
Poor catering is the number one complaint at events. It's better to spend more per head on fewer guests than serve mediocre food to more people. Quality over quantity protects your event's reputation.
Dietary accommodation planning
Approximately 30-35% of guests at US events report dietary restrictions (vegetarian, vegan, gluten-free, allergies). Failing to collect and communicate these to the caterer results in unhappy guests and wasted surplus on standard meals that go uneaten.
Common Mistakes
❌ Forgetting drinks costs
Food quotes often exclude drinks. A drinks package adds $25-60/head, and an open bar can easily reach $80/head. Always confirm whether the per-head price includes beverages.
❌ Not requesting a tasting
For events over 50 guests, most reputable caterers offer tastings. Committing $10,000+ to a caterer without tasting the food is a significant risk. Always taste before signing.
❌ Ordering exact headcount quantities
Final guest counts rarely match RSVPs exactly. Ordering food for precisely 80 confirmed guests leaves no buffer for last-minute additions or extra servings. Most caterers recommend ordering for 5-10% above the confirmed count to avoid shortfalls.
Industry Benchmarks
| Category | Good | Average | Poor |
|---|---|---|---|
| Per head (buffet) | $40-65 | $65-100 | Above $110 |
| Per head (sit-down) | $75-100 | $100-150 | Above $175 |
| Gratuity as % of food total | 15-18% | 18-22% | Above 22% |
Source: The Knot Real Weddings Study
Benchmark data sourced from The Knot Real Weddings Study.