How Much to Charge for Catering Per Person
Catering per-person prices typically run $15–$30 for drop-off, $25–$50 for buffet service, and $50–$125+ for plated dinner service. The working rule is food cost at 25–35% of the per-head price, with staffing, rentals, service charge, and delivery billed on top rather than absorbed — a per-head number that has to cover servers is a number that quietly loses money.
Per-head by service style
| Service style | Typical per person |
|---|---|
| Drop-off / no service | $15–$30 |
| Buffet with service | $25–$50 |
| Plated / full service | $50–$125+ |
The food cost rule
Target food at 25–35% of the per-head price. That range is what leaves room for labor, overhead, and profit after the groceries are paid for.
Bill these on top, always
- Staffing — servers and bartenders, hourly × hours.
- Rentals — linens, china, glassware, tables.
- Service charge — a stated percentage, shown as its own line.
- Delivery and setup — by distance and complexity.
Lock the headcount
Set a guaranteed minimum and a lock date — commonly 7 to 10 days out. You’ve already bought the food and scheduled staff against that number, so if the guest count drops on Thursday for a Saturday event, that’s your client’s cost to eat, not yours.
Related: catering invoice template and catering invoicing software.
Frequently asked questions
What food cost percentage should I target?
25–35% of the per-head price. Above 40% you're working for the grocery store; below 25% you're likely to lose bids unless you're delivering a genuinely premium experience.
Should staffing be in the per-head price?
No — separate it. Servers and bartenders billed hourly on their own line look like an obvious cost. Folded into the per-head number, they make your food look overpriced against a competitor who lists them separately.
What is a guaranteed minimum and do I need one?
It's the headcount you'll be paid for regardless of who shows up, locked a set number of days before the event. You need one — you buy food and schedule staff against that number, and without it a last-minute drop is entirely your loss.