Catering costs per person: prices, examples & savings tips

1. Why the catering calculation is so crucial

Regardless of whether you're planning a relaxed birthday brunch in a small group or a glamorous wedding with hundreds of guests — in the end, the same question always comes up: How much does catering cost per person?

This question is not only decisive for the overall budget, but also for planning the entire character of the event. The choice of catering influences the atmosphere, the process, the effect of guests — and also the price range. The more transparently and detailed you calculate catering costs in advance, the better you can avoid unnecessary expenses and at the same time create a coherent overall experience for your guests.

Another advantage: If you know your per capita costs, you can obtain more targeted offers and choose the right provider — regardless of whether it is a classic buffet, a flying dinner or a full-service event catering. And that is exactly what this article is about: real practical values, clever calculation strategies and transparent price ranges.

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2. What influences catering costs per person?

The catering costs per person cannot be estimated at a fixed figure — they depend on a variety of factors, which are made up individually depending on the occasion, region and provider.

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🔍 The most important factors influencing the price per capita:

• Type of catering: flying buffet, set menu or self-service buffet? The structure makes the difference.

• Food selection & quality: Regional, organic, vegan or exotic? The culinary direction influences the purchase price.

• Number of guests: Large groups benefit from discounts, while small parties have to share higher fixed costs.

• Scope of service: Is it only delivered or is personnel, equipment and construction included?

• Additional services: tent, decoration, lighting and sound technology — everything can be done, nothing must.

📊 Price effects at a glance:

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A full service offering, as is the case with catering for every occasion is possible, often provides a better overall calculation than individually organized services.

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3. Price factors in detail: food, drinks, staff

In order to be able to better assess how catering costs are made up, it is worth taking a closer look at the three main components:

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🍽️ Food

The core of every catering. The costs here depend largely on whether it is finger food, buffet or menu. The ingredients also play a role: organic, regional or elaborate gourmet dishes drive up prices per person.

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🥂 Beverages

Non-alcoholic drinks are often included in the basic price. Alcoholic drinks such as wine, beer, aperitifs or cocktails, on the other hand, incur additional costs — especially with flat rates or package deals. A well-thought-out selection of drinks is essential, especially for an extended brunch or an elegant company party. You can also find out more about the calculation in our Brunch Catering in Berlin.

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👨🍳 Staff & service

Whether it's buffet service, flying food or dedicated service — the right staff ensures that everything runs smoothly, but is also one of the biggest costs.

4. How much does catering for 20 people cost?

Are you planning a small party or a team lunch? Then you certainly want to know how much catering costs for 20 people. This is where the concept matters.

In many regions, you can get a simple buffet with cold plates, two hot dishes and dessert from around 20-25 € per person, i.e. 400-500 € in total. If additional service personnel are required, the price quickly rises to 800—1,200 €.

Calculation example:

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🎯 Tip: If you prefer to plan a stylish, modern setup for 20 people, a mini brunch concept or a Business catering Get the best advice with Flying Fingerfood.

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5. How much does catering for 50 people cost?

The question “How much does catering for 50 people cost? “is often asked — for example at weddings, round birthdays or company parties.

Scaling advantages are quickly apparent here, as fixed costs (e.g. personnel or equipment) are spread over more guests. A solid buffet (hot & cold) costs around 25—35 € per person, i.e. 1,250—1,750 € in total.

Anyone who opts for a flying buffet with service staff is more likely to end up at 45—60 € per person — i.e. 2,250—3,000 € in total.

📌 Tip: Especially when it comes to buffets for many people, it's worth taking a look at our guide to Buffet catering — There you will find concepts for how to smartly combine diversity and efficiency.

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6. Catering price per person by occasion: weddings, business events, etc.

Depending on the occasion, not only the menu selection and level of service differ, but also the expectations of the guests — and therefore automatically the catering price per person. Because a festive wedding evening requires a different culinary level than an efficient lunch buffet for a business meeting.

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🎉 Wedding

Weddings focus on experience, quality and presentation. Here, the catering costs per person are often between 60 and 120€, depending on the menu, drinks flat rate, midnight snack and level of service. An excellent overview of services and concepts can be found at Hochzeits Catering Berlin — from fine dining to barbecues in the countryside.

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🏢 Business event

Classic business catering for seminars or meetings is usually calculated between 25 and 45€ per person. For upscale gala events with a flying buffet, reception and bar service, the amount can rise to up to 70—90 € — as is our offer at Event Catering Berlin covers.

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🎄 Christmas party

Corporate Christmas parties often rely on a complete package including buffet, drinks and dessert station. Here, prices range between 35 and 70€ per guest — depending on style and location. More about this is available in the specialized section for Christmas party catering.

7. Identify savings potential: tips for cost optimization

Catering doesn't have to be expensive — provided you plan strategically and know where to adjust. Here are five concrete ways to get the most out of any budget:

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💡 5 clever saving tips:

1. Choose seasonal dishes
   Regional products are often cheaper and fresher — and sustainable at the same time.

1. Buffet instead of menu
   Buffets require fewer staff and are more flexible in their selection — particularly useful for larger groups.

1. Self-directed drinks
   Many caterers allow you to prepare your own drinks — this saves up to 30% of total costs.

1. Book partial service only
   Delivery without personnel is cheaper — especially for smaller private parties.

1. Check packages
   Combined offers (e.g. including furniture or technology) often offer better value for money.

📌 You can find more creative ideas in the post Easy food for many guests — perfect for private parties, club evenings or spontaneous business lunches.

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8. Catering vs. restaurant — what is worthwhile when?

While some hosts rely on the tried and tested restaurant “around the corner,” catering offers significantly more flexibility — especially for events with many guests or special requirements.

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🎯 For tailor-made events with a personal touch, professional catering is often not only more flexible, but also more efficient — especially for larger events such as company galas or weddings in the countryside.

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9. Price checklist: How to plan your event's budget

The following checklist helps you to keep an eye on all relevant price components and calculate them realistically:

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✅ Catering cost plan per person:

• 🍽 Meals (buffet or menu): 15—60 €

• 🥂 Drinks (optional flat): 10—35 €

• 👨🍳 Service staff: 5—20 €

• 🍽 Equipment & dishes: 3—10 €

• 🌸 Decoration (optional): 2—8 €

• 🚚 Delivery & assembly/dismantling: 2—6 €

📊 Outcome:
Depending on the scope, there is a realistic price range of around 25€ (minimalistic) to 120€ per person (premium level).

With the right planning and a transparent comparison of offers, as made possible by Egora through a broad network, high-quality catering can also be realized within clear budget limits.

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10. Conclusion: Transparency and planning are the key to suitable catering costs

Whether you are planning for 20, 50 or 200 guests — the catering costs per person are a central element for event planning. They depend heavily on the occasion, scope and service — and that is exactly why it is worthwhile to look at the options in detail at an early stage.

📌 If you don't want to fight your way through the jungle of offers alone, Egora offers top caterers for every occasion, with transparent prices, flexible packages and excellent support — from brunch to business gala.

Are you looking for more tips for a stress-free but effective event? Then it's also worth taking a look at our Buffet catering tips — perfect for anyone who wants to combine taste and efficiency

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