Catering Cost Per Head in Australia: 2026 Pricing Guide by Event Type
How much should you charge per person? Here are the real benchmarks Australian caterers use — by event type — plus the formula for calculating your own per-head charge and how to price dietary requirements.
Quick answer
Catering in Australia typically costs $35–$120+ per head depending on event type and menu. School camps and sporting events sit at the lower end ($18–$38), while weddings and gala dinners range from $75 to $180+ per head. The total charge includes food, labour, equipment, travel, and margin — not just ingredients.
What is included in a per-head catering cost?
A per-head catering rate is not simply the cost of food. When an experienced caterer quotes $65 per person for a corporate lunch, that figure bundles together several distinct cost layers:
| Cost layer | Typical % of charge |
|---|---|
| Food (raw ingredients) | 25–38% |
| Labour (cooking + service staff) | 20–35% |
| Equipment hire | 3–10% |
| Travel + logistics | 2–8% |
| Margin / business overhead | 15–30% |
Many caterers undercharge because they only cost the food and forget to fully account for labour, equipment depreciation, and travel. Getting the per-head calculation right starts with understanding all five layers, not just the grocery bill.
GST is not included in the figures on this page. Always quote exclusive of GST and add 10% on the final invoice line — catering services are fully taxable under Australian GST law.
2026 benchmarks · Australia
Per-head pricing by event type
Food cost per head is the raw ingredient cost only. Total charge per head is what you quote the client — it includes labour, equipment, travel, and your margin.
| Event type | Food cost per head | Total charge per head |
|---|---|---|
| School camps | $8–$14 | $18–$32 |
| Corporate lunch | $15–$28 | $40–$75 |
| Wedding | $25–$45 | $75–$150 |
| Cocktail party | $12–$22 | $35–$65 |
| Gala dinner | $35–$55 | $95–$180 |
| Sporting events | $8–$15 | $22–$38 |
| Funerals / wakes | $10–$18 | $28–$55 |
Benchmarks reflect commonly quoted rates across Australian catering operators in 2026. All figures are ex-GST. Actual costs vary by region, supplier relationships, and specific event requirements.
Pricing variables
What drives per-head cost up
Menu complexity
A three-course plated dinner requires far more kitchen time, skilled staff, and expensive proteins than a grazing table or buffet. Each additional course adds $8–$20 per head in food and labour combined. Simplifying the menu — without lowering perceived quality — is one of the fastest ways to protect margin.
Dietary requirements surcharge
Vegan, gluten-free, halal, and nut-free menus require separate sourcing, careful cross-contamination controls, and additional prep time. If more than 10–15% of guests have dietary needs, a surcharge of $2–$8 per head is standard practice in Australia. Always confirm dietary numbers at final head count, not at booking.
Staffing ratio
Labour is typically the largest cost variable in catering, often equalling or exceeding food cost. A buffet may need one staff member per 25–30 guests; a plated dinner can require one per 10. Every additional staff member on a 100-person event adds $200–$450 to your total cost depending on whether they are casual or full-time.
Equipment hire
Marquees, refrigerated transport, commercial bains-marie, crockery, glassware, and linen can add $5–$20 per head to remote or off-site events. Owning core equipment reduces this significantly, but the upfront capital cost must be factored into your pricing model over time.
Travel distance
Events more than 45 minutes from your kitchen require additional transport time, fuel, and potentially accommodation for staff. Most caterers add a flat travel fee or factor an extra $3–$10 per head into quotes for regional or destination events. Always specify your travel zone in your quote template.
Headcount (economies of scale)
The more guests, the lower your food cost per head — bulk purchasing, shared prep labour, and fixed equipment costs are spread across more covers. An event for 30 guests will almost always cost more per head than the same menu for 150. Quote accordingly, and consider minimum headcount thresholds for certain event types.
How to calculate your per-head charge
The formula is simple. Add up every cost that goes into the event, divide by guest count, then apply your margin:
(Total food cost + Labour + Equipment + Travel) ÷ Headcount
= Cost per head (ex-margin)
Cost per head ÷ (1 − target margin %) = Charge per head
Example — corporate lunch for 80 guests:
| Food cost (ingredients) | $1,440 | $18 per head |
| Labour (3 staff × 8 hrs × $35) | $840 | $10.50 per head |
| Equipment hire | $400 | $5 per head |
| Travel | $120 | $1.50 per head |
| Total cost | $2,800 | $35 per head |
| At 30% target margin | $4,000 | $50 per head (charge) |
The charge per head formula — cost ÷ (1 − margin%) — ensures your margin is calculated on the sale price, not on cost. At a 30% margin target, the divisor is 0.70. This is a more accurate method than simply adding a percentage on top of cost, which underestimates the margin you actually need.
Dietary surcharges — what to charge
Catering for dietary requirements costs more — both in ingredient sourcing and in kitchen time. Separate prep, specialist products, and allergen controls all eat into margin if you don't price for them. Here is what most Australian caterers charge when dietary needs exceed 10–15% of the guest count:
| Dietary requirement | Typical surcharge per head |
|---|---|
| Vegetarian | $1–$3 |
| Vegan | $3–$6 |
| Gluten-free | $2–$5 |
| Halal | $2–$6 |
| Kosher | $8–$20 (specialist catering often required) |
| Multiple allergies (nut-free, dairy-free, etc.) | $4–$8 |
Build dietary surcharges into your costings before you quote, not as an afterthought. Collect confirmed dietary counts at least 5–7 days before the event so you can adjust your food order and prep plan accordingly.
For events where dietary requirements are provided at the last minute, it is reasonable to note in your contract that late dietary requests incur a surcharge — and to specify the cut-off date.
How Chef Pauly calculates per-head costs automatically
Doing this manually in a spreadsheet works for a handful of events, but it breaks down fast when you have ten jobs on the board, each with different menus, headcounts, and dietary splits. Chef Pauly was built by a working Gold Coast caterer to solve exactly this problem.
Costings tab per job
Food cost per head — live
Every job has a costings tab that calculates food cost per head, total cost per head, and your margin in real time as you build the menu. Change the headcount and every figure updates instantly.
Dietary surcharge field
Baked into the quote
Enter your dietary surcharge per head and the number of affected guests. Chef Pauly adds this into the total costings and adjusts the suggested charge per head automatically — no manual calculation required.
Margin % target
Set your target once
Set your default margin percentage in your business settings. Every new job suggests a charge per head that hits your target — calculated correctly on the sell price, not marked up from cost.
Client proposal
Quote to approval in minutes
Once your per-head charge is set, generate a branded client proposal with one click. Clients can approve online and pay a deposit via Stripe — no PDF wrangling, no chasing signatures.
When ingredient prices change — a common reality in Australian wholesale markets — Chef Pauly recalculates your food cost per head across all upcoming jobs automatically. You'll know immediately if a price change has pushed a job below your margin target, before the event happens.
Know your cost per head before you quote.
Chef Pauly calculates food cost, labour, and margin for every catering job — automatically.
FAQ
Common questions about catering cost per head
How much does catering cost per person in Australia?
Catering in Australia typically ranges from $18–$35 per head for budget events such as school camps and sporting events, up to $95–$180 per head for gala dinners. The most common range for corporate and social events is $40–$120 per head, including food, labour, equipment, and margin. Your actual cost will depend on event type, menu complexity, headcount, and travel distance.
What food cost percentage should caterers target?
Most Australian caterers target a food cost of 28–35% of the total charge per head. For high-volume, set-menu events such as school camps, food costs often run 30–42% because margins are tighter and headcounts are large. For premium events such as weddings and gala dinners, experienced caterers aim for 25–32% food cost to leave room for labour and equipment.
How do I price a school camp catering contract?
Start with your food cost per head — typically $8–$14 for set menus across three meals a day. Add labour (the biggest variable for camps), equipment hire, travel, and a margin of 20–35%. Most school camp catering contracts in Australia are quoted at $18–$32 per head per day. For multi-day contracts, negotiate a daily rate rather than per-meal to simplify billing and reduce quoting complexity.
Should I charge extra for dietary requirements?
Yes. Dietary alternatives — vegan, gluten-free, halal, nut-free — almost always cost more to source and take additional prep time. Most Australian caterers add a surcharge of $2–$8 per head when more than 10–15% of guests have dietary requirements. Build this into your costings before quoting, not as an afterthought. Also specify a cut-off date for dietary notifications in your contract.
How do I account for GST in catering quotes?
Catering services are subject to GST in Australia. Always quote exclusive of GST and add 10% on the final invoice line. Your food cost calculations should use ex-GST supplier prices. When preparing a client proposal or BEO, clearly state whether the quoted per-head rate is ex-GST or inc-GST. Most corporate clients expect ex-GST pricing; private clients often prefer the all-in figure.
What is a good margin for catering in Australia?
Most Australian catering businesses target a gross margin of 55–70% on their total charge per head — meaning food, labour, and equipment together should cost no more than 30–45% of what you charge. After overheads and GST, a net margin of 15–25% is a healthy result for an established catering business. New operators often start lower while they build supplier relationships and operational efficiency.
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