How to Price Catering: A Complete Guide for Food Trucks and Small Caterers
8 min read
Quick answer
Price catering by calculating food cost per guest, adding labor, travel, rentals, and packaging, then applying your target margin. Set a minimum order so small events still cover your fixed costs, and quote per person with a clear headcount deadline.
Start with cost per guest
Build the menu, set portions per guest, and cost each component. Add a buffer for overage, since you cannot run out at a wedding.
Add every non-food cost
- Staff hours, including prep, travel, setup, and cleanup
- Mileage and fuel
- Disposables, chafers, and rentals
- Permits or venue fees
Set a minimum
A minimum guarantee ensures a small booking still pays for the day you could have spent at a profitable event.
Quote clearly
Give a per-person price, list what is included, set a final headcount date, and require a deposit. Clear terms prevent margin-eating surprises.
Know your profit before you say yes
MyFoodCostIQ's catering mode builds the quote from your real recipe costs and shows projected profit and prep quantities before you send the proposal.
Frequently asked questions
Should I charge per person or a flat rate?
Per person is easiest for clients to understand and scales with headcount. Add a minimum to protect small events.
How much deposit should I require?
Many caterers take a deposit to hold the date, with the balance due before the event. Choose terms that cover your upfront food purchase.
How MyFoodCostIQ helps with this
See your real numbers automatically
MyFoodCostIQ tracks food cost, event profit, and ordering for food trucks, trailers, and caterers.
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