Catering Cost Per Head Calculator

How to calculate food cost per head for catering events

Calculating cost per head accurately is the difference between profitable events and losing money. Most free food cost calculators only handle single dishes — useful for restaurants, but not for caterers pricing multi-course menus for 20, 40, or 100 guests.

This calculator works the way caterers actually price events: enter each dish on your menu with its ingredients and per-unit costs, set the number of guests, and see the total food cost and per-head price instantly. Add your target margin to see what you need to charge.

What the food cost formula includes

The standard food cost formula is: (Total ingredient cost ÷ Number of guests) = Food cost per head. But that only covers raw ingredients. A complete per-head cost for catering should include:

• Ingredient costs — every item in every dish, at the quantities needed for your guest count
• Overhead costs — labour, travel, equipment hire, packaging, and fuel
• Waste factor — typically 5–15% on top of calculated ingredient quantities
• Target margin — most UK caterers aim for 60–70% gross margin on food alone

This calculator lets you add overhead costs separately and set your target margin, so the suggested price per head reflects your true all-in cost — not just ingredients.

When to use this calculator

Use this calculator every time you price a catering event. Whether you are quoting for a private dinner party, a wedding reception, or a corporate lunch, knowing your exact cost per head prevents undercharging and protects your margins.

For a more detailed breakdown with recipe scaling and allergen tracking, explore our other free catering tools.