Catering is the category where the most money quietly leaves the budget. Per-head rates look reasonable until you add the bar, the service charge, the cake-cutting fee, and the staff gratuity — and the totals often double the original number you were quoted.
The two prices you need
Always ask for two numbers from a caterer:
- The **food per-head price** — what they charge for the meal itself, plated family-style or buffet.
- The **fully loaded per-head price** — food plus service charge, taxes, staff, bar package, and any standard rentals like tables, linens, and place settings.
The gap between those two numbers is usually 30 to 60 percent. Comparing caterers on the first number is the most common budgeting mistake in this category.
How the percentage swings
Catering's share of the budget swings more than any other line because it depends on three inputs:
- **Guest count** — a 150-person wedding pays 50 percent more in absolute dollars than a 100-person one, but the same percentage if your bar and rentals hold steady.
- **Service style** — plated dinner is the most expensive, buffet is usually 20 to 35 percent less.
- **Bar program** — beer and wine only is meaningfully cheaper than a full open bar.
For a sit-down dinner with a full open bar, thirty percent is a reasonable centerline. For a buffet with beer and wine, you can land closer to twenty-two percent and still feed everyone well.
When to push back
You're within your rights to push back if:
- The bar minimum is higher than your projected bar spend.
- The cake-cutting fee is more than a few dollars per slice.
- The service charge is presented as a gratuity and stacked alongside one.
A clean catering contract names the per-head food price, the bar minimum or package, the service charge percentage, and the policy on tipping — and nothing else surprises you on the day.