How To: Determine the Average Food Cost for a Simple Event

By Kastina / February 23, 2019

How To: Determine the Average Food Cost for a Simple Event

Every event is different, so let’s considers your most average dinner party food & beverage costs. This assumes there’s a cocktail hour, a dinner, and a post-dinner celebration.

It’s going to cost you the same amount as taking your selected guests out to dinner – at a nice place. That’s how much. A good way to think about it is you are reservering the time of an entire serving staff for one night; you’re basically creating your own pop-up restaurant for ONE night. Ordering food in bulk doesn’t necessarily mean it’s any less expensive than a restaurant once you consider operational efforts (we’ll get into that below). So, let’s start breaking this down per person…

Food

At a restaurant, appetizers are somewhere in the range of $10; you might split that serving size with 1 other person. So per person, we can say appetizers are $5/person. Next up, salad course if you order a side salad at a restaurant it’s likely a $4-$5; so again $5/person. Next, the main course – and this is coming out of the entree section on a good menu; you’re roughly at $24 for the vegetarian to $28 for fish and $36 for a steak, right? So let’s do the midrange and say the $28/person for the main course. Finally, dessert. Whether it’s a cupcake and candy display or a 3 tiered penguin cake; even for a small bite again – let’s throw $5/person on there for desserts. This brings us to a per person costs that looks like this:

Appetizers = $5
Salad = $5
Main Course = $28
Dessert = $5

Total Food Costs = $43/person

Now, can you do this for cheaper if you had white meat or portions of pasta, no steak or fish – throw it on a buffet; though buffets aren’t always cheaper! Buffets aren’t portion controlled so you need heavier quantities, but they are less labor (that’s another post) and labor is pricey. And you could totally find your way to making the menu a focal point of your event and easily double this. But for this post, my goal is to help my fellow humans understand a number you should be prepared to see when looking at what it’s going to cost to feed people at your party. Next, drinks.

Beverages

At a minimum, I always encourage folks to at least cover the non-alcoholic beverages. I get that you might not want or need to cover alcoholic; but at least cover the sodas, water, juice alright? A great way to cover this is to do a Non-Alcoholic station the caterer can set-up; maybe water with lemon/lime and/or a fun sparkling punch they refill throughout the event. You can have some fun with beautiful beverage displays and AVOID bottled water costs (to you and our planet!). So let’s say $3/person x 2.5 servings throughout the evening; $7.50/person.

Next, if you want to cover some booze. Some people believe that hosting only beer & wine and not hard liquor helps keep your bar tab down. I say it can – but honestly, people will likely go for the free stuff so I’ve never seen that big of a difference in the final tab (that’s another post unto itself). For average’s sake beer roughly $6, wine & low tier cocktails $8, mid-range cocktails $9; so let’s say $8 for this one. $8/person x 3 servings throughout the evening is $24/person. Now, some people don’t drink, and other’s might make up for the beverages of the light consumers; so this is just a starting point. IF you think you have a heavy drinking crowd and/or want higher end products; add another serving and go with $32/person. This where we are at for a healthy beverage set-up:

Non-Alcoholic Beverages = $7.50
Alcoholic Beverages = $24

Total Beverage Costs = $31.50/person

Service Fees + Taxes

Let’s Bring it all together. We have the food & beverage costs – now we need to estimate taxes and service fees. Yes, I know service fees, ugh – but remember you are creating a pop-up experience and it’s labor intensive from the catering manager planning and staffing it, to the chef preparing it, to the service staff that day. A service fee is often around 20%. This goes to help pay for all that staff and the hourly rate of the servers is often higher than a normal serving job because they aren’t working for tips in this environment they make a little more hourly to counter that BIG DIFFERENCE. Taxes! For non-alcoholic items, its ~$8% and alcoholic are around ~12% depending on where you are in the state. For average’s sake again, let’s put 8% on the food and the 12% on the beverages all together (make up for your drunk Uncle Sam, get it? Cause we’re talking about taxes…). Tax is on top of service fees (I don’t make the rules):

Food = $43/person
+ 20% is $8.60 = $51.60/person
+ 8% is $4.13
= $55.728

Beverages = $31.50/person
+ 20% is $6.30 = $37.80/person
+ 12% is $4.50
= $42.34/person

Total Food & Beverage Costs of an Average Dinner Event + Bar = ~$98.00/person

In conclusion, yes I’ve seen it done for less. I’ve seen it done for $60/person; it can be done. It can also be doubled, I’ve seen that too. The goal of this post is to offer a realistic breakdown of event costs for the most average dinner party. It’s just a starting point!

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