Planning a party or special event? One of the biggest questions you’ll face is how much money you need to set aside for food.
Understanding catering prices helps you create a realistic budget and avoid surprises down the road. In this blog, we break down the average cost per person for catering.
About Basic Catering Prices
The average cost per person for catering usually falls between 15 to 50 dollars. This can change depending on what you choose.
A simple catering menu will cost less, while a more detailed setup with extra options will raise the price. It is similar to eating out. A basic meal is cheaper than a full-course dinner with add-ons.
Most catering businesses price their services by the number of guests. This makes budgeting much easier. You can take the per-person price and multiply it by how many people are attending to get a clear idea of your total food cost.
What Affects Your Catering Bill?
Several things determine how much you’ll pay for catered food. The type of event matters a lot. A casual backyard barbecue costs much less than a formal wedding reception.
The time of day also plays a role—breakfast and lunch catering usually cost less than dinner service.
Your menu choices make a big difference, too. Chicken and pasta dishes are generally more affordable than steak or seafood. The ingredients you choose, whether organic or standard, will shift your total up or down.
Cost by Service Style
Different serving methods come with different price tags. Cost by service style varies significantly, so picking the right option for your event is important.
Buffet Service
Buffet service is often the most budget-friendly choice. Guests serve themselves from large dishes, which means fewer staff members are needed. Expect to pay between $15 and $35 per person for a buffet setup.
Plated Service
This service feels more formal and elegant. Servers bring individual plates to each guest at their table. This style requires more workers and careful timing, so prices usually range from $30 to $75 per person.
Family-Style Service
Family-style service offers a middle ground. Large serving dishes are placed on each table, and guests pass them around. This creates a warm, communal feeling and typically costs $25 to $50 per person.
Cocktail and Food Station Service
Cocktail receptions with passed appetizers and small bites usually run $20 to $40 per person. Food stations, or action stations, where chefs prepare items on-site, can add $10 to $25 extra per guest.
Planning for Different Guest Counts
When you’re working with smaller groups, the average catering cost per head is higher. Catering companies often have minimum charges because they still need to cover transportation, setup, and staffing costs.
For medium-sized gatherings, the average cost of catering for 50 guests falls between $750 and $2,500 total.
This breaks down to roughly $15 to $50 per person, depending on your choices. At this size, you get better value than tiny parties but still have flexibility in your options.
Larger events often qualify for volume discounts. When feeding 100 or more people, caterers may reduce the per-person rate, as they prepare food in larger batches.
Tips for Getting Accurate Catering Quotes
Follow these steps:
- Share event details clearly
- Ask what is included in the pricing
- Confirm minimum guest requirements
- Request a written quote
- Compare multiple caterers
Clear communication avoids confusion later.
Hidden Costs to Remember
You should not forget the extras that may creep into your budget. Service fees and gratuities are usually billed up to 15 to 25% on top of your bill.
The basic catering package may not include such items as tables, chairs, linens, and dishware that are rented.
Another consideration is beverage service. Some caterers charge for drinks, bartenders, and bar setup individually.
Inquire about the taxes incurred in the quoted prices because they may add a large sum to your final bill.
There are charges for delivery when the caterer has to drive to your location. Some extra setup and cleanup services may also be charged, depending on the policies of the company.
Frequently Asked Questions
How much should I charge per person for catering?
Most caterers charge between $15 to $50 per person, depending on menu complexity and catering service style. Consider your costs for ingredients, labor, and overhead when setting prices.
How much will it cost to feed 40 guests?
Feeding 40 guests typically costs between $600 and $2,000 total. The final amount depends on your menu selections, service type, and whether you include beverages and rentals.
How do you calculate catering per person?
Divide your total food and service costs by the number of guests. Add percentages for gratuity, service charges, and overhead. Include rental equipment and staffing expenses in calculations.
Is it cheaper to cater or cook yourself?
Cooking yourself saves money but requires significant time and effort. Catering costs more but eliminates stress, provides professional service, and ensures food safety for large groups.
What is the cheapest catering option?
Buffet-style service with simple menu items like pasta, chicken, and salads offers the most affordable catering option. This style requires fewer servers and uses economical ingredients.
Making Your Final Decision
At Modern Food Catering, we believe every event deserves delicious food that fits your budget. Knowing pricing ensures that you make informed decisions without compromising on quality and taste.
Just remember that it doesn’t always pay to choose the least expensive option. Read reviews and sample the food if you can, and consider meeting with possible catering companies before committing to them. You may be able to justify a little extra cost for their exceptional service and performance qualities.
With effective planning, you can obtain catering services that will delight your guests without compromising your budget.
Start your search for catering services early, be flexible, and ensure that you clearly discuss your needs and limitations with them.
