How Much Does Catering Costs Per Person for 2024: Weddings, Corporate Events, and Private Parties

One of the most important elements of a wedding, corporate event, or private party is the catering. Keeping your guests happy with great-tasting food can make your event unforgettable. But how much does it cost? Below, we look at the average costs for various types of events and explore ways to keep your catering expenses in check.

Average Catering Costs

Weddings

Weddings often come with high expectations and intricate details, making them one of the pricier events to cater. On average, you can expect to spend about $70 per person for food alone, and around $85 per person when you include drinks.

Corporate Events

Corporate events can range from casual office lunches to formal gala dinners. The average cost per person can vary widely depending on the formality, type of service, and menu options required.

Private Parties

Private parties, such as birthday celebrations or family gatherings, tend to be more flexible. For larger gatherings, regular catering costs range from $20 to $40 per person. Smaller, more intimate events might benefit from food trucks or pop-up options, which can be more budget-friendly.

Catering Types and Average Prices

Event Catering Prices by Party Size and Type of Caterer

How Much Does Corporate Event Catering Cost?

Corporate events can range from casual to formal, affecting the overall cost. Here's a breakdown of what you can expect:

Flexible Options for Informal Events

• Food Trucks: $20 - $40 per person. Great for company picnics or informal gatherings.
• Buffet Style: $25 - $50 per person. Suitable for a variety of corporate events.
• Plated Meals: $50 - $120 per person. Best for formal dinners or high-end events.

Alcohol Catering Costs

Alcohol catering is a significant factor in event planning, with costs varying widely based on the type of event, beverage selection, and service style. Whether you opt for an open bar, a cash bar, or a limited drink menu, understanding the pricing is key to managing your budget effectively.

For most events, alcohol costs are calculated on a per-person basis, with additional charges for bartending services and special requests like signature cocktails. An open bar generally costs more but offers guests unlimited drinks, while a cash bar transfers costs to the attendees.

Factors Affecting Catering Costs

• Type of Event: Weddings, corporate events, and private parties have different needs and expectations, influencing the overall cost. Weddings, fancy parties, and formal corporate events will generally be more expensive.
• Number of Guests: More guests mean more food, staff, and resources, increasing the total cost. Take a look at your guest list and make changes if you need to find some room in your budget.
• Menu Selection: The type of cuisine and the complexity of the menu can significantly impact costs. Opting for premium dishes like filet mignon or lobster can substantially increase expenses. More affordable choices such as pasta or tacos can help keep costs manageable without compromising on taste and quality.
• Service Style: Service style influences catering costs, with plated meals typically being more expensive due to higher staffing needs. Buffet or family-style options are generally more cost-effective.
• Additional Services: Services like bartending, waitstaff, and equipment rental add to the total expense.
• Location: Location affects catering costs by influencing travel fees, venue logistics, and local pricing. Events in remote or high-demand areas often incur higher costs due to these factors.
• Food Quality: The quality of the food directly impacts catering costs. For example, using organic produce or premium ingredients like Kobe beef increases expenses, while more standard options like conventional chicken or vegetables are more affordable.
• Number of Courses: The number of courses significantly affects catering costs. A three-course meal with appetizers, main course, and dessert (e.g., soup, steak, cheesecake) is more expensive than a simpler two-course meal.
• Expertise Required: Specialized catering, like gluten-free or vegan menus, typically increases costs due to the need for specific ingredients and preparation methods. For example, vegan dishes using specialty proteins can be pricier than standard options.
• Event Date and Timing: The date and timing of an event can affect catering costs, with weekends, holidays, and peak seasons often commanding higher prices. For example, catering a New Year’s Eve party typically costs more than a weekday event.

Additional Details That Affect Catering Prices

• Add-On Menu Items: Add-on menu items, such as specialty drinks, premium sides, and gourmet desserts, can significantly increase catering costs, often adding an additional $1 to $10 per person, depending on the selection and customization.
• Staff and Supplies: Staff and supplies, such as additional waitstaff, bartenders, or specialized equipment rentals like chafing dishes and glassware, can incur extra fees, often increasing the overall catering cost depending on the event's size and requirements.
• Driving Distance: Driving distance can impact catering costs, as events located outside the caterer’s usual service area often incur additional travel charges. These fees cover transportation expenses and time, potentially increasing the overall cost of the event.
• Event Date: The event date significantly affects catering costs, with prices typically higher for weekends and holidays. These premium dates are in high demand, leading to increased rates for catering services and often requiring earlier booking.
• Extra Time: Extra time during an event can lead to additional costs, as many caterers charge hourly rates for extended service beyond the contracted time. This can include staff overtime and additional use of equipment, increasing the final bill.

How to Save Money on Catering

• Plan Early: Planning early can save money by securing better rates before prices increase. Early bookings allow for more negotiation room with caterers, and you may benefit from discounts or incentives offered for advance reservations.
• Opt for Off-Peak Days: Opting for off-peak days, such as weekdays or off-season dates, can lead to lower catering costs. Venues and caterers often offer reduced rates during these times due to lower demand, helping you save on overall expenses.
• Be Selective with Menu Choices: Being selective with menu choices allows you to save money by opting for cost-effective dishes that maintain quality. Selecting simpler, yet flavorful options, rather than extravagant or specialized items, can significantly reduce catering expenses.
• Cut Back on Courses: Cutting back on the number of courses can significantly reduce catering costs. By offering a simpler menu with fewer courses, such as limiting a meal to appetizers and a main course, you lower both food and service expenses.
• BYOB (Bring Your Own Beverages): Bringing your own beverages (BYOB), alcohol in particular, can lead to substantial savings on catering costs. By supplying your own drinks, you avoid markups and service fees typically charged for alcohol, which can significantly lower the overall expense.

Choosing a Caterer Based on Your Budget

• Assess Requirements and Financial Boundaries: When choosing a caterer, assess your event’s requirements and establish clear financial boundaries. Understanding your needs and budget constraints helps you select a caterer who offers services within your price range, ensuring a cost-effective choice.
• Review Options: Reviewing and comparing different caterers and their offerings is one of the most important things you can do to stay within your budget. Evaluate menus, pricing structures, and services to find a caterer that aligns with both your event needs and financial constraints.
• Ensure Transparency in Pricing: Ensure transparency in pricing by thoroughly discussing costs with potential caterers and requesting a detailed breakdown. This helps avoid unexpected charges and hidden fees, allowing you to stick to your budget and plan effectively.
• Ask for Referrals and Taste Tests: Ask for referrals from friends and family, and schedule taste tests to evaluate a caterer's quality and service before making a decision. Recommendations from past clients and tasting the food firsthand ensure you choose a caterer who meets your expectations and budget.

Catering Services for Your Event

Now that you have a good understanding of catering costs, you can plan a successful event in 2024. Be sure to consider the type of event, guest count, menu selection, and additional services, and you can create a budget-friendly and memorable experience for your guests.

If you’re interested in hiring a food truck to cater your wedding, corporate event, or private party, be sure to contact us today.