A step-by-step framework for calculating per-head catering prices that cover food cost, labour, and equipment — with 2024 benchmarks for weddings, corporate events, and private dining.
The formula
Per-head price = (food cost per head ÷ target food cost %) + labour per head + other costs per head. Most Australian caterers target a food cost of 28–35% and load 25–35% for labour, leaving a net margin of 10–20% per event.
Step-by-step
List every ingredient for each dish at the quantity used per serve. Use your supplier invoice prices — not supermarket prices. Include garnishes, sauces, and sides. This is your theoretical food cost per serve.
Caterers typically prep for 5–10% more guests than confirmed headcount to cover no-shows who eat more, late additions, and replenishment. Build this buffer into your food cost calculations before pricing.
Take your total food cost (including the buffer) and divide by your target food cost percentage. If food costs $19.50 per head and you target 30%, your per-head food charge is $65. This is your minimum viable price before adding labour and costs.
Calculate kitchen hours (prep + execution + pack-down) and floor hours separately. Apply current award rates plus a buffer for overtime and penalties. Labour is typically 25–35% of your event revenue — quote it transparently.
Equipment hire, chafing dishes, linen, travel time, and consumables (disposal plates, serviettes, etc.) are frequently underquoted. Build a dedicated checklist for your most common event types so nothing is missed.
Once all costs are covered, your quote price minus total costs is your profit. For most Australian caterers, a net margin of 10–20% per event is the target. Review against comparable jobs in your portfolio before sending.
2024 benchmarks · Australia
These are the typical per-head ranges charged by professional caterers across Australia. Food and labour are shown separately so you can see where the cost sits before your margin.
| Event type | Total per head |
|---|---|
| Wedding (full catering) | $130–$260/head |
| Corporate lunch / working lunch | $35–$65/head |
| Corporate sit-down dinner | $85–$150/head |
| Cocktail / canapes event | $50–$100/head |
| Private dinner (8–20 pax) | $120–$220/head |
| Grazing tables / platters | $30–$65/head |
Benchmarks reflect professional catering rates across major Australian cities (Sydney, Melbourne, Brisbane). Regional rates vary. All prices ex-GST.
Common mistakes
Your actual ingredient cost should be your supplier invoice price — not Woolworths. Wholesale prices can be 30–50% cheaper than retail, but they're what you actually pay. Mixing the two creates phantom profitability.
If you quoted a lamb shoulder menu 6 months ago and lamb has moved 20%, reusing the same line-item costs will erode your margin immediately. Always recost from current supplier prices before issuing a quote.
Most caterers accurately cost service labour but underestimate prep time, travel, setup, and pack-down. A three-hour event typically requires 1.5–2× the service time in total labour hours when you include everything.
Dietary requirements, late additions, and guests who eat more than expected are a constant. Prep for 105–110% of confirmed headcount. The cost of running out of food is far higher than the cost of a buffer.
Chafing fuel, disposal serviceware, linen hire, transport, parking, and cleaning supplies are frequently missed from quotes. Build an event checklist specific to each format (canapes, buffet, plated) that includes every consumable line.
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FAQ
Calculate your total food cost per serve for each dish on the menu, multiply by expected headcount (plus a 5–10% buffer), then divide by your target food cost percentage (typically 28–35% for Australian catering). Add labour per head and any equipment, hire, or travel costs. Review the final price against comparable events in your quote history before sending.
Australian caterers typically target 25–38% food cost. Large standardised events (100+ guests) can achieve 25–30% through economies of scale. Bespoke premium events often run 30–38%. Most experienced caterers aim for around 30% across their portfolio, accepting higher food cost on intimate events and offsetting it with volume events.
Chef rates typically range from $45–$80/hour depending on experience and event type. Wait staff run $35–$55/hour. Most caterers target labour at 25–35% of total event revenue. For events outside business hours, add penalty rates. Always include prep time, travel, setup, and pack-down — not just service hours.
Yes — catering is a taxable supply under Australian GST law. You must register for and charge GST once your annual turnover exceeds $75,000. All prices in your quotes should clearly state whether they are ex-GST or GST-inclusive. Most Australian caterers quote ex-GST for corporate clients and GST-inclusive for consumers.
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