An event price per guest has three parts: the food, the staff and the extras. Each one is priced its own way. Add them up, divide by the number of guests, round, and check the margin before the quote goes out.
1. Food: price it at your target food cost
Cost every dish on the event menu per guest, then multiply by the number of guests who will eat it. Price the food so the ingredients come to your target food cost, for example 30%:
Food price = food cost ÷ target food cost %
When part of the group eats a different menu, such as a vegan or allergen-free option, cost that menu only for its share of the guests. This keeps the food cost accurate and shows the client exactly what they are paying for.
2. Staff: cost the hours, then add a markup
Count every person the event needs, including setup and clear-down, and multiply their hours by the hourly cost. Add a markup, for example 30%, to cover your management time, planning and overheads.
3. Extras: cost plus a smaller markup
Tableware, linen, transport, decor and anything you rent or buy in for the event. A smaller markup, for example 15%, covers handling and the risk of breakage or loss.
A worked example: wedding lunch for 40 guests
A wedding lunch in the client's garden. 80% of the guests have roasted duck, and 20% (8 guests) have a vegan menu with stuffed peppers. Starter, salad, bread, main and dessert for everyone.
| Part | Your cost | Markup | Charged |
|---|---|---|---|
| Food: duck menu for 32, vegan menu for 8 | €349.60 | Priced at 30% food cost | €1,165.33 |
| Staff: 2 chefs × 7 h at €12, 3 waiters × 6 h at €9, 1 porter × 7 h at €8 | €386.00 | 30% | €501.80 |
| Extras: tableware €80, linen €30, transport €60 | €170.00 | 15% | €195.50 |
| Total | €905.60 | €1,862.63 |
€1,862.63 ÷ 40 guests = €46.57 per guest. Rounded up to the next 50 cents, the price is €47 per guest, and the quote comes to €1,880 before VAT.
Check the margin before you send the quote
Gross margin = (price − your cost) ÷ price
(€1,880 − €905.60) ÷ €1,880 = 52%. Set a minimum margin for events, for example 50%, and look again at any quote that comes in below it. The usual fixes are a simpler menu, fewer staff hours, or a higher price per guest.
Deposit and balance
Ask for a deposit to confirm the date, for example 30%: €564 on this quote. The balance is due a set number of days before the event. Write both into the quote, together with the date for final guest numbers and dietary requirements.
Price every event the same way
The Catering & Event Quote Calculator does these steps for you. Enter the guests, the menu, the staff and the extras, and it works out the price per guest, the total, the deposit and the margin, and fills in a client quote ready to send. Once the client confirms, the Event Booking & Deposit Tracker keeps track of the deposit and the balance.
Related
- Read: Deposits and Balance Terms for Private Events
- Read: How to Price a Menu: The Food Cost % Method
- Also useful: Event Function Sheet, turn the confirmed quote into a brief for the kitchen and floor
Every template in Restaurant Notes is in the Complete Restaurant Collection: 25 tools in one download.