Catering is one of the biggest considerations when planning an event, whether it’s an elegant wedding, a casual birthday, or a professional gathering. But how much does catering cost, really? The answer depends on several factors including the type of service, guest count, menu, and staffing needs. Whether you’re looking for a simple drop-off meal or full-service catering with waitstaff and equipment, understanding the average food catering cost can help you plan your event catering budget with confidence.
The costs of catering can range from $20 to over $100 per person, depending on the scale and complexity of the event. For example, catering costs for a wedding tend to be higher due to formal service, multiple courses, and often custom menus. On the other hand, a birthday party catering cost might be lower if you’re choosing finger foods, buffets, or grazing tables. If you’re organising a company event, the corporate catering cost can vary depending on delivery, duration, and service type.
This guide will break down the key pricing factors, give real examples, and show you how to get the most value—whether you’re planning a party for 30 or a wedding for 150.
In this article:
What Are Catering Costs?
What Affects Catering Prices?
How to Calculate Catering Costs?
How Much Do Caterers Charge?
How to Save on Catering Costs?
FAQs
What Are Catering Costs?
Catering costs refer to the total price you pay for food, beverages, and related services provided by a catering company for your event. These costs typically include the price per guest (or per head), staff wages, kitchen or buffet equipment, delivery fees, and sometimes cleanup and service charges.
The final amount can vary greatly depending on factors like the type of service—such as drop-off, buffet, or plated meal—the number of guests, and the complexity of the menu. For example, drop-off catering might cost $20–$30 per person, while full-service catering with chefs and waitstaff can range from $50–$100 or more per head.
Other potential charges include equipment hire (tables, platters, buffetware), special dietary requirements, or extra hours. Understanding all the elements that make up your catering costs is essential for proper event budgeting. It helps avoid unexpected fees and allows you to compare quotes accurately.
Whether you’re planning a corporate event, wedding, or birthday, knowing what’s included in catering pricing helps you make informed decisions and get the best value for your money.
What Affects Catering Prices?
Several key factors influence how much you’ll pay for catering. Understanding these elements helps you budget wisely and choose the right service for your event.
- Guest Count: More guests mean more food, more staff, and often additional equipment, which increases overall costs. Some caterers also have minimum guest requirements.
- Service Type: Drop-off catering is more affordable than full-service options like plated meals or live stations.
- Location: Travel distance, venue access, and regional pricing can all affect catering rates. Remote or hard-to-access locations may incur surcharges.
- Staffing: The number and type of staff—chefs, waiters, bar staff—can significantly increase your bill, especially for onsite service.
- Ingredients: Premium or seasonal ingredients, custom menus, and special dietary needs can raise per-head pricing.
Factors That Affect Catering by Style
Each catering style comes with its own pricing considerations:
- Finger Food: Typically more affordable. Requires less equipment, but still needs staff to serve if onsite. Can be scaled easily for casual events. Check out some finger food ideas to get more help.
- Buffets: Moderate cost. Offers variety with efficient service. Needs staff to maintain food stations and handle refills.
- Plated Meals: Higher cost. Involves more staff for table service, more preparation time, and individual plating. Elegant but labour-intensive.
- Live Stations: Premium pricing. Requires chefs on-site, specialty equipment, and is ideal for interactive or themed events.
- Grazing Tables: Mid-range to high cost depending on styling. Requires setup time, quality ingredients, and attractive presentation, though typically self-serve.
How to Calculate Catering Costs?
Planning an event starts with understanding how to estimate your total food and service expenses. To calculate catering costs, consider three main factors: the number of guests, the type of catering (drop-off or onsite), and the menu selection. Most caterers charge per person, with additional costs for staffing, equipment, travel, and service duration.
As a starting point, multiply your guest count by the average cost per head. Then, add any fixed base costs for chefs, waitstaff, equipment, or delivery. For example, 50 guests at $25 per person plus a $1,000 base fee equals $2,250 total.
To simplify the process, try using a catering costs calculator. It can help you break down your expenses and adjust variables like guest count or menu type in real time. You’ll also get a better understanding of how to calculate food for catering, ensuring you don’t over- or under-order.
This approach helps you set a realistic budget while making the most of your event spend.
How Much Do Caterers Charge?
Catering costs can vary significantly based on the menu, service style, and guest count. On average, catering costs per head range from $20 to $100 depending on whether it’s drop-off or staffed onsite service. The average catering costs per quantity of guests also scale with event size, with some fixed base costs for onsite staffing and equipment. Smaller events may pay more per guest due to minimum service fees, while larger bookings often enjoy better value per person. Below is a table showing example costs based a catering in Sydney with popular service styles and guest numbers.
| Guests | Drop-Off Catering Estimate (Avg/pp) | Onsite Catering Base Cost* | Approx. Total |
|---|---|---|---|
| 30 People | $25.00–$29.95 | From $800–$1,285 | $1,550–$2,200+ |
| 50 People | $25.00–$29.95 | From $800–$1,285 | $2,300–$3,500+ |
| 100 People | $22.00–$28.00 | Staff scale + equipment | $4,000–$6,000+ |
| 150 People | $20.00–$27.00 | Staff scale + equipment | $6,000–$9,000+ |
Drop-Off Catering Average Cost Per Person:
- Breakfast: $29.95
- Buffet: $29.95
- Finger Food: $25.40
- Grazing Table: $29.95
- Lunch: $19.95
Base Onsite Catering Costs (up to 50 guests):
- Breakfast: $1,005 – includes 1 chef, 1 assistant, equipment, buffetware, plates & cutlery
- Buffet: $1,005 – includes 1 chef, 1 assistant, equipment, buffetware, plates & cutlery
- Finger Food: $840 – includes 1 chef, 2 waiters, equipment & platters
- Grazing Table: $1,005 – includes 1 chef, 1 assistant, equipment, buffetware, plates & cutlery
- Live Stations: $800 – includes 1 chef, 1 assistant, equipment
- 3 Course Menu: $1,285 – includes 1 chef, 1 assistant, 3 waiters, equipment, plates & cutlery
Note: Onsite catering includes more setup, staff, and cleanup support than drop-off. Final pricing depends on menu, location, and additional hours.
How to Save on Catering Costs
Catering doesn’t have to break the bank. There are several smart ways to save on catering costs without sacrificing quality or guest satisfaction. Start by narrowing down your catering budget and being clear about your guest count—overestimating can lead to unnecessary food and labour expenses. Opt for drop-off catering over onsite service if you’re hosting a casual event. It cuts out staffing costs while still offering a delicious, professionally prepared menu.
Buffet-style or grazing tables are often more affordable catering options than plated meals, as they require fewer staff and allow for flexible portioning. Simplifying the menu can also reduce costs—stick to seasonal dishes and avoid excessive dietary customisations. Hosting your event during off-peak seasons or days (like weekdays instead of weekends) may also come with discounted rates.
Finally, ask your caterer if they offer catering packages or preset menus, which are typically more cost-effective than fully custom options. With the right planning and open communication, you can create a memorable experience that fits your budget.
FAQs
How much does catering cost?
Catering costs vary depending on the menu, service type, and guest count. Drop-off catering can start at $20–$30 per person, while full-service catering ranges from $50 to $100+ per guest. Additional costs may include staffing, equipment, and travel. Knowing your event type and budget will help you choose the most suitable and affordable option.
How much does catering cost for 50 people?
The average cost of catering for 50 guests typically ranges from $1,250 to $3,000. Drop-off options like finger food or lunch boxes are more affordable, while onsite services like buffets or plated meals cost more due to staff and equipment needs. Pricing depends on your menu choice, event location, and whether you require full service or just food delivery.
How much does catering cost for 100 people?
The average cost for catering 100 people can range from $2,500 to $6,000 or more. Drop-off catering for a casual event may cost around $25 per person, while full-service catering with chefs and waitstaff may be closer to $50–$60+ per person. Final pricing depends on the style of catering, menu selections, and any additional equipment or setup requirements.
How much does catering cost for 150 people?
The average cost for catering 150 people ranges from $4,500 to $9,000, depending on your event’s scale and service needs. Drop-off catering is the most budget-friendly option, while staffed buffets, grazing tables, or plated meals will increase the total. Bulk pricing may reduce the per-head cost slightly, but expect higher staffing and equipment charges for large events.
How much does catering cost for a birthday party?
A birthday party catering cost can range from $20 to $60 per guest. Costs depend on the menu type—finger food and grazing tables are more affordable, while plated meals or themed live stations will increase the price. Drop-off options are ideal for casual parties, while onsite service adds convenience and flair for milestone birthdays or large gatherings.
