How to Quote for Catering Events: Per-Head Pricing Guide

Per-head pricing vs flat-fee: which to use

Most UK caterers use per-head pricing for events. It is transparent for the client and scales naturally with guest count changes. Flat-fee pricing works for smaller, fixed-scope bookings.

Pricing model	Best for	Risk
Per-head	Dinner parties, weddings, corporate events (10+ guests)	Guest count changes before the event require requoting
Flat fee	Meal prep, weekly cooking, small intimate dinners (4-8 guests)	Scope creep — client adds dishes or guests without adjusting the fee
Per-head + minimum	Events with uncertain guest counts	Minimum guarantees your break-even

For events over 10 guests, per-head pricing is standard. Set a minimum spend to protect yourself on smaller bookings where your fixed costs (travel, time, equipment) are high relative to the food cost.

Event formats change the arithmetic. Weddings, buffets and hog roasts each carry different service ratios and minimums — see our guides to how to price wedding catering and pricing buffets and event formats for format-specific per-head ranges.

What to include in a catering quote

A professional quote covers everything the client needs to make a decision and everything you need to protect your margins:

1. Menu description

List every course and dish. Clients want to see what they are getting. Include any notable ingredients for upsell value (hand-dived scallops, locally sourced beef) without inflating the description.

2. Per-head price

State the price per head clearly. If you offer tiered pricing (different menus at different price points), present 2-3 options. Do not present more than three — it overwhelms the client and delays the decision.

3. What is included

Be explicit about what the per-head price covers:

• Food and beverages (or food only — specify if drinks are extra)
• Service and cooking on-site
• Clearing and washing up
• Equipment you provide (servingware, chafing dishes)

4. What is not included

Equally important — state what is extra:

• Equipment hire costs passed through (if the venue does not have what you need)
• Travel beyond a certain radius
• Additional staff for larger events
• Specific dietary accommodations that require separate preparation

5. Guest count and minimum

State the quoted guest count and any minimum. "This quote is based on 40 guests with a minimum of 30. Final guest count confirmed 7 days before the event."

6. Terms

Include deposit requirements, payment timeline, cancellation terms, and allergen responsibility. A typical structure:

• 25-50% deposit to confirm booking
• Balance due 7 days before the event
• Cancellation more than 14 days out: deposit refunded minus admin fee
• Cancellation within 14 days: deposit retained

Once the event is confirmed and delivered, turn the quote into an invoice. Our catering invoice template guide covers what to include and offers a free downloadable template.

7. Allergen information

Include a note that allergen information is available on request, or attach an allergen matrix if you have one prepared. This is not just good practice — the Food Standards Agency's allergen guidance for food businesses says that if you provide non-prepacked foods you "must supply allergen information for every item that contains any of the 14 allergens". It can be given verbally, provided a written notice in a clearly visible position tells customers how to obtain it. That FSA guidance is published for England, Northern Ireland and Wales; the duty itself applies across the UK, and Scottish caterers should follow Food Standards Scotland's allergen guidance, which puts it as "food businesses must tell consumers if the food they sell contains any of the 14 allergens which must be declared by law in the UK". Use the allergen matrix generator to build a printable chart for the specific menu.

How to calculate your per-head price

The full process is covered in our food cost per head guide. The short version:

1. Cost every dish at the required guest count
2. Add a waste factor (typically 8-12%)
3. Add overhead costs (labour, travel, equipment)
4. Divide total cost by guest count for your cost per head
5. Apply your target margin (60-70% gross on food, lower on total cost)

Use the catering cost per head calculator to run these numbers quickly.

If several dishes on your menu are dragging the average cost per head up, the fix is usually the menu rather than the price. Our guide to menu engineering and dish profitability covers how to spot which dishes earn their place.

Handling guest count changes

Guest counts change. A wedding quoted for 80 may become 95 or drop to 70. Your quote needs to handle this:

Increases: State in your quote that additional guests are charged at the per-head rate. Increases above a certain threshold (e.g., +20%) may require a revised quote due to kitchen capacity and staffing needs.

Decreases: The minimum spend protects you. If the client drops below the minimum, they still pay the minimum amount. Without a minimum, a 40-guest booking that drops to 25 guests on the day can destroy your margin because your fixed costs (travel, your time, equipment) are the same.

Final count deadline: Set a deadline for the final guest count — typically 5-7 days before the event. After this deadline, you order ingredients based on the confirmed count. Reductions after ordering do not change the price.

Common quoting mistakes

Quoting too fast. A quick verbal estimate at a tasting or first meeting locks you into a price before you have costed the menu. Say: "I will send you a detailed quote within 48 hours" rather than giving a number on the spot.

Not separating food from service. If your per-head price bundles food, labour, and equipment, a client who removes a course or simplifies the menu expects a proportional discount — but your labour cost is the same. Quoting food per head plus a service fee gives you more flexibility.

Forgetting travel costs on distant events. A 90-minute drive each way is 3 hours plus fuel. At £30/hour plus fuel, that is £100+ in travel alone. Build this into the quote or state it as a line item.

Not following up. After sending a quote, follow up within 3-5 days. Clients are often comparing quotes and the first chef to follow up professionally wins the booking.

Quote templates

A well-structured quote saves you time on every booking. Once you have a template with your standard terms, allergen notes, and formatting, each new quote is just the menu and numbers.

For a detailed look at how recipe costing feeds into your quotes, read our recipe costing guide.

This guide covers event quoting for UK-based caterers. It does not constitute financial or legal advice.