Planning an event is exciting, but when it comes to budgeting, one question always comes up first:
“How much is the catering going to cost?”
Catering is often one of the largest expenses in any event budget, yet it is also the area where pricing can vary the most.
From street food vans to formal plated dinners, there’s no one-size-fits-all answer. Costs depend on various factors, including the type of event, the number of guests, the menu style, service requirements, and even the time of year.
In this guide, we’ll break down the key factors that affect event catering prices, share typical UK cost ranges, and offer practical tips to help you get the best value for your budget, whether you’re feeding 50 guests or 5,000.
Key Factors That Affect the Cost of Catering for Events
No two events are alike, and neither are catering quotes.
The final price can vary widely, so it helps to know what goes into it before you start comparing suppliers.
Here are the key elements that most caterers consider when calculating their quotes:
1. Type of Event:
The structure of your event will directly affect the cost. A short private function or workplace lunch will typically be cheaper than an all-day public event or a multi-day festival.
Longer serving hours, higher footfall, or split service periods often mean more staffing, fuel, and stock, which naturally increases the price.
2. Number of Guests:
Most caterers price per head, so the more people you’re feeding, the higher the total cost.
However, larger events can sometimes benefit from ‘economies of scale,’ where the cost per person decreases as the number of guests increases.
Some suppliers may also set minimum guest numbers or minimum spend requirements.
3. Menu Style:
The style of catering you choose has a big impact on cost.
- Street food vans and food trucks tend to be the most affordable, as they’re quick to set up and serve.
- Buffet-style catering usually sits in the middle, offering good flexibility for different dietary needs.
- Plated or formal dining is generally the most expensive option, as it requires more preparation and a larger serving staff.
In short, the more hands-on the service, the higher the price.
4. Food & Drink Choices:
A simple burger or pizza menu will be priced differently from premium ingredients, such as seafood, steak, or speciality dietary items.
Drinks also make a difference in the cost, especially if you require alcohol service.
5. Staffing & Service Requirements:
Events that require minimal staffing, such as simple counter service, are more cost-effective.
However, if you need servers, runners and bar staff, additional labour will be reflected in the final quote.
6. Location & Accessibility:
A venue with easy access, power and water is far simpler (and cheaper) to cater than a remote field or rooftop terrace.
If extra transport, generators or water tanks are needed, these logistics will increase the cost.
7. Equipment & Extras:
Depending on your venue, you may need to add:
- Tables and chairs
- Crockery and cutlery
- Serving stations or gazebos
- Bar units or refrigeration
- Power supply or lighting
Some caterers include these items in their package prices, while others may charge separately; therefore, it’s worth checking what’s included before comparing quotes.
Average Catering Cost Ranges in the UK
Before looking at numbers, it’s helpful to understand how quotes are structured.
Most caterers work on a per-head basis, but some operate on minimum spend or flat hire rates, such as food trucks booked for a set number of service hours.
With that in mind, here’s what you can typically expect to pay for different catering types in the UK
| Event Type / Catering Format | Typical Cost Per Head (UK) | Best Suited For |
|---|---|---|
| Street Food Vans / Food Trucks | £8 – £15 per person | Festivals, Public Events, Outdoor Celebrations, Corporate Functions |
| Buffet / Self-Serve Catering | £12 – £25 per person | Community Events, Corporate Lunches |
| Formal Sit-Down Catering | £30 – £75 per person | Corporate Dinners, Private Events, Fundraising Events |
| Fully Inclusive Bar & Catering Packages | £40 – £100 per person | Private Events, All-day Events |
How to Save Money on Catering Costs
Catering doesn’t have to take up your entire budget; there are plenty of ways to keep costs down without sacrificing quality. Here are a few practical tips:
- Choose a simple menu: Street food vans and buffet setups are generally cheaper than plated meals or multi-course dining.
- Limit menu choices: Offering one or two main options instead of a full selection can significantly cut down prep and stock costs.
- Book early or choose off-peak dates: Summer weekends and December events usually cost more due to demand.
- Ask about set package deals: Package deals for food and drink can be better value than hiring separate suppliers.
- Supply your own drinks (if allowed): Some caterers will let you provide the alcohol, which can save on bar markups.
- Avoid last-minute changes: Confirming details early helps prevent rush charges or surplus orders.
How to Choose the Right Catering Partner
With so many options available, it’s important to choose a caterer that not only fits into your budget but also understands your event.
When comparing suppliers, consider the following:
- Ask for an itemised quote: Make sure you know exactly what’s included (e.g. staff, equipment, travel, VAT) to avoid surprises.
- Check their experience with your type of event: A supplier accustomed to fast-paced public events will operate differently from one specialising in private dining.
- Ensure that the caterers hold valid food safety certifications and have adequate insurance.
- Take a look at past event photos and reviews.
- Confirm if they can handle dietary requirements (this is important when catering for large or mixed groups)
Ready to Plan Your Catering Budget?
Catering prices in the UK can vary widely, but understanding how costs are calculated and what pricing to expect makes budgeting far easier.
Whether you’re planning a small gathering or a large-scale public event, the key is to compare like-for-like quotes, ask the right questions and choose a supplier who aligns with your vision, not just your budget.
At British Event Catering, we offer a diverse range of mobile catering units, street food vans, bars, and bespoke service packages for events of all sizes.
Contact our team today to discuss your plans, and we’ll be happy to provide a transparent and competitive quote.
