Free Catering Cost Calculator
Estimate your event catering budget in seconds. Adjust guest count, food style, and service level, no sign-up required.
Catering Cost Estimator
Adjust the options below to estimate your event catering budget
Estimated total for 50 guests
€3,045 – €4,713
€61 – €94 per person
* Indicative range based on typical market rates. Your actual quote depends on menu, location, date, and caterer.
Enter your guest count
Use the slider or presets. Guest count is the biggest factor in your total budget.
Choose your food style
From simple cocktail canapés to fully plated dinners, each option shows typical per-person costs.
Select service style
Drop-off is cheapest. Fully staffed service, staff present throughout, adds 40–50% to food costs.
Understanding Your Catering Cost Estimate
The ranges shown are based on typical market rates across Western Europe. Actual quotes from caterers in your area may vary based on:
- Location: Urban caterers in major cities typically charge 15–30% more than rural operators
- Menu complexity: Dietary-specific menus (vegan, gluten-free, allergen-free) add cost and preparation time
- Event date: Peak season (May–June weddings, November–December corporate events) commands higher prices
- Equipment: Specialist equipment like outdoor kitchens, marquee heating, or special linens is usually extra
- Caterer reputation: Established, award-winning caterers charge a premium for their track record
Typically included in catering quotes
- ✓ Food ingredients and preparation
- ✓ Basic serving equipment (chafing dishes, tongs)
- ✓ Staffing (for staffed service)
- ✓ Transportation to venue
- ✓ Basic disposable plates and cutlery (budget caterers)
Often charged separately
- ⚠ Bar / alcohol service
- ⚠ China, glassware, linen rental
- ⚠ Venue hire
- ⚠ Cake cutting fees
- ⚠ Late-night surcharges
- ⚠ Gratuity (tip for staff)
Are you a caterer? Offer this calculator to your customers.
With CaterWay, you can embed a branded price calculator on your own website, configured with your actual menu and pricing. Customers get an instant estimate, you get a complete, structured quote request. No back-and-forth. No spreadsheets.
Create your own branded catering calculator with CaterWay →Frequently Asked Questions About Catering Costs
How much does catering cost per person?
Catering costs per person typically range from €15–30 for simple drop-off lunch boxes or cocktail canapés, to €55–110+ for fully staffed plated dinners. The main variables are meal complexity (courses), service style (drop-off vs. fully staffed), and whether drinks/bar service is included. A standard buffet dinner with staffing typically runs €50–80 per person in Western Europe.
What is the average cost to cater a 100-person event?
For a 100-person event with a full buffet and staffed service, expect a total cost in the range of €5,000–€8,500. This includes food, preparation, staffing, and basic equipment. Drinks, venue hire, and additional equipment (linens, special rental items) are typically separate. For a simpler drop-off lunch, the same 100 guests might cost €2,500–€4,500.
How do caterers calculate their prices?
Caterers typically start with the food cost per person (ingredients and preparation), which is usually 25–35% of the final price. They then add staffing, transportation, equipment, overhead, and profit margin. A professional caterer using the food cost percentage method might calculate: if food costs €15/person, the base price is €15 ÷ 0.30 = €50/person, then add service charges on top.
How far in advance should I book a caterer?
For weddings and large events (100+ guests), booking 6–12 months in advance is recommended, especially for popular dates like summer Saturdays. For corporate events and smaller gatherings, 4–8 weeks is typically sufficient, though the best caterers fill up quickly in busy periods. Always request quotes from at least 3 caterers to compare.
Is a catering cost calculator accurate?
A catering calculator gives you a useful planning estimate, typically accurate within 20–30% of the final quote. The actual price depends on your specific menu, local market rates, the caterer's reputation and demand, your event date, and any special requirements. Use the calculator to set your budget expectations and filter out caterers who are significantly outside your range before requesting formal quotes.