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.

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

7. Allergen information

Include a note that allergen information is available on request, or attach an allergen matrix if you have one prepared. 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.

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.