How caterers usually price an event
Caterers usually price food per head, based on the menu and the number of guests, then add staffing, equipment hire and delivery as separate charges. A deposit holds the date, and the client confirms a final guaranteed guest count a few days before the event. The final invoice is then built from that number.
- Per head menu: a price per guest for a buffet, plated meal, boxed lunches or canapés, often with a minimum guest number.
- Staff: servers, a chef on site and an event lead, billed per person per hour, sometimes with a minimum shift.
- Equipment hire: chafing dishes, urns, tables, linen and tableware, per item or per guest.
- Delivery and setup: a flat fee or a charge based on distance and time.
- Deposit: taken at booking and deducted from the final invoice.
Catering invoice template line items and example prices
Below are line items many caterers use, with example prices only. Menus, staffing levels and hire costs vary widely by region and event style, so take these as a guide to structure. Notice that per head items show the guest count in the quantity column, which makes the total easy to check.
| Line item | How it is usually charged | Example price |
|---|---|---|
| Buffet lunch menu, minimum 30 guests | Per head | $32 per guest (example) |
| Plated dinner, three courses | Per head | $58 per guest (example) |
| Children’s meals | Per head | $16 per child (example) |
| Event servers, 5 hour shift | Per staff member per hour | $35 per hour (example) |
| Chef on site | Per hour | $55 per hour (example) |
| Linen and tableware hire | Per guest | $4.50 per guest (example) |
| Chafing dishes and coffee urns | Per item | $18 each (example) |
| Delivery, setup and pack down | Flat fee | $150 (example) |
What to include on a catering invoice
A catering invoice should let the client see how the event was priced. Many caterers include the event date, the venue address, service times, the confirmed head count and the date it was confirmed, the menu chosen, dietary meal counts, staff hours, hired items and the deposit received.
- Head count: “Final guaranteed count: 85 guests, confirmed May 6.”
- Dietary meals: “Includes 6 vegetarian, 3 gluten free and 1 nut free meal.”
- Staff hours: the number of staff and the shift times, so any overtime is clear.
- Hire items: what was supplied and when it will be collected.
- Tax: in the US, sales tax on catered food and service charges depends on the state, so check your state revenue department. Elsewhere, add VAT or GST if you are registered.
Deposits, guaranteed numbers and the final invoice
Event catering usually involves two or three invoices: a deposit invoice at booking, sometimes a second payment closer to the date, and a final invoice after the count is confirmed. The final invoice lists the full event at the guaranteed number, shows the deposit already paid and asks for the balance.
If more guests arrive than guaranteed, add the extra meals as a separate line after the event. If fewer arrive, the guarantee in your agreement decides what is charged. Our guide to how deposit invoices work covers numbering, and WhizQuote’s catering quote template helps you price the event before booking.
Catering invoice mistakes that cause disputes
Catering disputes usually come down to numbers: how many guests, how many hours, how many items came back. Writing those numbers down before and after the event, and putting them on the invoice, avoids most of the arguments. These are the mistakes worth guarding against.
- Billing the early estimate instead of the final guaranteed count.
- No guarantee rule. Without one, a client may expect to pay only for guests who turned up.
- Staff overtime not recorded, so a late finish cannot be billed fairly.
- Missing or broken hire items left off the invoice and never recovered.
- A single “Catering package” line that hides the menu, staff and hire costs.
How to use our catering template
Download the catering template from this page as a Word, Excel or PDF file, or open the prefilled catering sample in our free generator. It bills a community lunch for 85 guests with servers, linen hire and delivery. Change the menu, guest count and staff hours, add your logo, and save a PDF.
The Classic and Centered designs suit menus and event details. Browse every invoice template for other looks. If you work events alongside other suppliers, compare the event photographer invoice, and if you also run a café or shop, the small business invoice fits regular trade customers.
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