What does catering cost per person?

There is no fixed price per person for catering. What you pay depends on the type of food, drinks, staff, equipment and transport. As a rough guide, expect to pay €12.50 for a simple lunch and €150 or more for a full-service event with table service and multiple courses. Everything in between depends on the choices you make together with your caterer.

The rule of thumb for catering costs per person

This range covers most situations. A corporate drinks reception with finger food and drinks typically comes to around €18 to €25 per person. A fully catered hot buffet runs to €30 to €45. A walking dinner with table service starts at around €50 and can reach €85, depending on the number of courses and the level of service.

What many people underestimate: the per-person price for food is only part of the bill. Drinks, staff, glassware, crockery, transport and set-up are all calculated separately and can considerably increase the total cost.

Catering budget per person — indicative overview

The table below gives a broad idea of what you can expect to pay in total, including staff and equipment. These are indicative figures, not fixed prices.

Please note: with smaller numbers (fewer than 30 guests), the fixed costs for transport, equipment and a minimum level of staffing weigh relatively more heavily. A drinks reception for 20 people costs more per head than the same event for 80 people.

What determines the catering price per person?

The total catering costs are made up of several categories. Below are the seven factors that influence the price most.

1. Food

Ingredients, preparation and presentation account for a large part of the base price. Fresh, local produce and cooking seasonally are generally more cost-effective than exotic or specialist ingredients. A simple sandwich platter is a different category from a multi-course menu with live cooking.

2. Drinks

Drinks are rarely included in the per-person food price, yet they carry considerable weight in the overall bill. A two-hour drinks package is a different proposition from four hours of open bar with wines and craft beer. Coffee and tea are usually budgeted separately.

3. Staff

Waiting staff, bar staff, kitchen assistants and an event coordinator are all charged by the hour. For a drinks reception with 50 guests, you would typically need two service staff. A walking dinner for 100 people requires more hands. Speeches that overrun or an extended break-down time push staff costs up directly.

4. Transport and logistics

A caterer travelling from The Hague to Rotterdam will charge different transport costs from one going to Amsterdam or further afield. As standard, two journeys are involved: delivery and return. Larger events or distant venues may require additional runs or a refrigerated vehicle.

5. Crockery, glassware and cutlery

These items are costed per person. Standard crockery costs less than premium porcelain. Glassware for a walking dinner covers more types than for a simple lunch. This may seem a small amount per head, but it adds up noticeably with larger numbers.

6. Presentation equipment

Platters, warming equipment, buffet stands, chafing dishes and decoration are all part of the total price. For a hot buffet or walking dinner, these requirements are more extensive than for delivered sandwiches. The way the presentation is set up also affects the time needed for set-up.

7. Time of day and season

Catering on a Saturday evening costs more than a midweek lunch. Staff on evening or weekend rates weigh more heavily on the budget. Fresh seasonal vegetables are generally more affordable than produce sourced out of season.

Four scenarios: how much does catering cost per person?

Budget: €12.50 to €18 per person

Simple lunch catering or a basic drinks reception. Think sandwich platters, soup and coffee, or a selection of cold finger food without extensive table service. Suitable for a working lunch or small internal gathering. Equipment and transport costs can weigh relatively heavily with small numbers.

Standard: €25 to €40 per person

A well-catered drinks reception with hot and cold canapés, or a hot buffet. Drinks are usually separate. At this level there is room for good quality and some variety in the offering. Suitable for a corporate event, staff gathering or anniversary drinks reception.

Extended: €50 to €80 per person

A walking dinner or a seated dinner with multiple courses, including table service. Guests are actively attended to, the programme has structure and the event has a more formal character. At this level, the quality of both the food and the service plays a role.

Premium: €100 per person or more

A multi-course dinner, live cooking, a bespoke wine arrangement or a fully catered event including an event manager, premium crockery and an extensive drinks selection. For receptions, galas or representative events for embassies, government ministries or major clients.

Things to watch when budgeting catering costs

• Fixed costs do not scale down. Transport, set-up and equipment do not get cheaper with fewer guests. With 20 people you pay more per head than with 100 for the same type of event.
• Venue matters. A caterer travelling outside their normal working area will charge higher transport costs. Ask upfront what the travel costs are for your venue.
• Evenings and weekends cost more. Catering on a Saturday evening or a public holiday carries higher staff costs than a midweek lunch.
• Dietary requirements add cost. Separate preparations for allergens, vegan or halal food require more preparation time and sometimes different ingredients. Pass these on well in advance.
• Season affects the cost price. Fresh seasonal produce is cheaper and tastes better. Exotic or out-of-season ingredients push up the cost price.
• Speeches and programmes overrun. If guests stay longer than planned, staff costs continue to accrue. Discuss in advance how this is handled in the quote.

Common mistakes when estimating catering costs

• Looking only at the price per canapé. The bare food price is rarely the total price. Drinks, staff, equipment and transport can together cost more than the food itself.
• Setting a budget without choosing a catering format. Saying "I have €30 per person" without knowing whether that needs to be a buffet, walking dinner or drinks reception means you are comparing apples with oranges when requesting quotes.
• Assuming that more expensive always means better. Sometimes a good buffet suits the programme better than a walking dinner. The programme and setting determine what makes sense, not the budget alone.
• Not asking what is and is not included in the price. Some caterers charge equipment, transport and VAT separately. Always ask for an itemised quote so you know what you are comparing.
• Submitting dietary requirements too late. Last-minute adjustments for allergens or dietary needs are more costly and harder to accommodate than when they are known well in advance.

How KOM approaches catering budgets per person

KOM always prepares a tailored quote. The price depends on the type of event, the venue, the duration and the desired level of service. The quote specifies food, drinks, staff, equipment and transport as separate line items. That way you know exactly where your budget is going and can make informed choices.

In practice, it helps to have three things clear in advance: the type of event (drinks reception, buffet, dinner), the number of guests and the venue. With that information, KOM can quickly provide a realistic indication. Not as a vague range, but as a concrete proposal tailored to your situation.

KOM works for businesses, government bodies and private clients in the The Hague, Delft and Rotterdam area, and for larger events throughout the Netherlands. The minimum order value for delivery within our core region is €175; for Amsterdam, Utrecht and the surrounding area a minimum of €500 applies.