A catering quote per head should show what one guest costs you to serve, not just what the ingredients cost. A practical structure is:
quote total = ingredients + labour + travel or hire + overhead allocation + contingency
Then:
quote per head = quote total ÷ confirmed covers
Keep VAT separate until you know whether the client has been quoted an inclusive or exclusive figure. The important part is to use the same basis in every quote and state it clearly.
Cost the menu as a batch. Record the pack price, usable quantity and recipe quantity for each ingredient. Then scale the batch to the expected covers, adding a deliberate allowance for waste or staff meals where your operation needs one. Do not hide that allowance inside a random markup; it is useful to know whether the cost came from the recipe or the event plan.
The free PrepSheet recipe tool can scale a recipe to a cover count and print a prep sheet. The food cost calculator is better for checking individual dishes or a quick client call.
List the work the event actually needs:
Multiply each role’s hours by its internal hourly cost. If the owner is working the event, include a realistic internal rate even if no wage is transferred on the day. Otherwise the quote can look profitable while paying for the owner’s time with nothing left over.
Separate costs that belong to this event from your normal kitchen overhead. Examples include vehicle mileage, refrigerated transport, equipment hire, linen, venue fees, additional insurance, staffing agency costs and card fees. If a cost is shared across several events, record the allocation rule so you can explain it later.
Events change. A guest count moves, a supplier substitutes an item, or setup takes longer than planned. Add a named contingency line or keep a documented buffer in the quote. The exact allowance is a business decision; it should not be presented as an industry-mandated percentage. If the client needs a fixed price, a visible contingency is easier to defend than discovering the risk after the event.
Assume a 40-cover event has ingredients at £360, labour at £480, travel and hire at £110, an overhead allocation of £90, and a £70 contingency. The quote total before VAT is £1,110.
The starting quote is £1,110 ÷ 40 = £27.75 per head before VAT. If you round the client price to £28 per head, the total becomes £1,120 before VAT. Keep the rounded quote and the underlying calculation separate so the next cover change does not force you to rebuild the whole estimate.
Confirm the cover count, delivery and setup times, dietary requirements, cancellation terms, deposit, VAT basis and what is excluded. Then compare the quote with the actual event after completion. The gap between estimated and actual labour or ingredient cost is more useful than a generic markup rule.
For repeat jobs, the PrepSheet shop has ready-made costing and quote templates. Use the free tools first; a paid sheet is only worthwhile if it prevents repeated manual work in your quoting process.