When planning a wedding reception, the item “ wedding caterer cost ” often tops the list of budget concerns. And for good reason: between choosing the menu, the number of guests and the many available options, costs can quickly add up without a clear view. To help you anticipate real expenses and make informed decisions, this article offers a detailed overview of prices by meal format, the factors that influence costs, and practical tips to build a catering budget that fits both your wishes and your wallet. That way you’ll approach conversations with vendors with confidence.

How to set a realistic wedding catering budget?

The price for a wedding caterer ranges from €30 to €165 per guest. This range depends on the type of meal selected. A seated meal costs between €60 and €180 per person. A buffet is a more economical alternative, priced between €25 and €90. A cocktail-style reception is the most affordable catering option, with rates from €25 to €70 depending on the number of canapés served. These benchmarks help position your project from the start.

To establish your event catering budget, let’s look at how prices evolve according to the size of your reception:

• Catering cost for a 50-person wedding: expect between €2,500 and €6,000 for a full, served meal
• Catering cost for an 80-person wedding: budget €4,000 to €9,600
• Catering cost for a 100-person wedding: the bill ranges from €5,000 to €12,000
• Catering cost for a 150-person wedding: the amount varies from €7,500 to €18,000
• Catering cost for a 200-person wedding: anticipate spending €10,000 to €24,000
• Caterers often apply sliding-scale discounts for parties larger than 80 guests
• A €50-per-person catering package for 100 guests totals roughly €7,500 including service and drinks

These amounts change depending on the chosen format. High-end plated service can require €100 to €150 per person. This includes starter, main course, cheese, dessert and table service. A varied buffet with multiple stations costs €70 to €100 per guest. A cocktail reception typically runs €50–€80 per person with savory and sweet bites and small hot dishes served as guests circulate. Pricing for a 30-person catering order generally follows the same proportions, often with a minimum charge applied.

Several factors significantly affect these catering prices. The number of guests remains the main cost driver, although volume discounts often apply. The quality of the meal directly impacts price: a gourmet caterer serving foie gras or seafood will cost far more than a budget caterer offering a simple buffet.

Location also matters: prices increase by 20% to 40% in the Paris region or on the Côte d’Azur. Extras such as tableware, culinary entertainment or alcoholic beverages can easily add €15 to €50 per person to the wedding catering price. The cost for a 60-person catering order can therefore vary considerably depending on these parameters.

To build a realistic catering budget and obtain an accurate quote, follow these methodical steps:

1. List every expense related to your wedding meal organization: caterer, drinks, dessert, tableware, service and any brunch
2. Estimate the unit cost per guest by multiplying each service by the number of attendees
3. Price the dessert precisely in your catering estimate: traditional wedding cake tiers at €3.50–€5 per slice; wedding cake tiers at €5–€10
4. Add the caterer’s ancillary costs such as equipment rental, table linens and table decorations
5. Allow a contingency margin of 5%–10% for last-minute adjustments to your catering choices
6. Compare caterers by analyzing at least three detailed quotes to negotiate the best terms
7. Adjust your budget monthly with a tracking spreadsheet of actual expenses

Techniques to reduce the average wedding catering cost come with distinct pros and cons depending on the options chosen:

• Advantage of a simplified menu: save about 30% on ingredients with a maximum of 2–3 courses; preparation is more efficient
• Drawback: a limited choice may disappoint some discerning guests
• Advantage of a cocktail reception: about 40% cheaper than a seated meal, and guarantees a lively atmosphere
• Drawback: not enough seating for everyone, which can be tiring for older guests
• Advantage of seasonal produce: about 20% reduction on raw materials and peak freshness
• Drawback: the menu is constrained by seasonality, offering less flexibility
• Advantage of an off-season wedding: lower rates from November to March and greater vendor availability
• Drawback: uncertain weather conditions and potentially lower guest availability

Wedding catering price guide: services and options

To better understand how a quote is composed, let’s review the elements that typically appear in offers.

What is usually included in the price

Understanding what a caterer’s price actually covers is essential to set your event catering budget. Basic services systematically include food preparation and serving.

A full menu includes a starter, hot main course, cheese and dessert, with varying prices depending on the options chosen. Canapés for a cocktail reception are an integral part of standard packages. Common beverages — wine, water, soft drinks and coffee — are usually added to the package.

Tableware, cutlery and linens are provided in most packages, though some caterers bill them separately. Waiting staff are typically included for buffet and seated meal formulas. A buffet package costs between €30 and €70 per person, ideal for a convivial €60-per-person catering budget. A seated meal ranges from €60 to €150, perfect for a €30-per-person intimate reception. Services vary by choice: a cocktail reception can reach €100 per guest with servers included, directly affecting the per-person catering price.

Additional fees to anticipate

These basic services don’t cover your entire reception, and catering costs can rise quickly. Here are the main additional expenses to anticipate for your catering quote:

• Specialized equipment rental: high-end tableware adds €5 to €30 per person depending on the level of sophistication chosen, impacting particularly an €80-per-person catering budget.
• Extra service staff: count on €200 to €400 per server for the evening, with numbers varying by service type and guest count.
• Culinary entertainment: a sushi bar or giant paella can increase your bill by €300 to €800 depending on the chosen animation, especially for a €150-per-person catering budget.
• Premium drinks package: champagne and selected wines add €10 to €50 per person to your initial budget, significantly modifying the average catering price.
• Corkage fee: if you bring your own bottles, some caterers charge a corkage fee of about €10 per bottle.
• Vendors’ meals: photographer, DJ and videographer each require a meal costing between €50 and €120 depending on your catering package.
• Overtime: an extended evening until 4 a.m. will incur extra costs for staff and venue rental, increasing the catering price for both a 50-guest and a 200-guest event.

Cost of optional extras

For further personalization, several options are available. Caterers offer various add-ons to tailor your reception beyond the classic catered menu. Rental of sophisticated tableware can rise to €30 per person versus €5 for standard equipment, affecting the cost for a 100-person catering order. Culinary stations enhance your wedding meal: a sushi stand or chef demonstration costs between €300 and €800. A food truck for the following day runs at around €800, a popular option for a €200-per-person wedding. Elaborate desserts add €5 to €20 per person for a sophisticated tiered cake or dessert bar. These options let you create a unique experience while controlling your budget according to your priorities and catering choices.

Comparison between traditional caterers, in-home chefs and food trucks

Depending on the type of provider, the budget equation changes significantly. Price differences among these three options directly impact your caterer comparisons and overall cost estimate. A traditional caterer charges between €40 and €150 per person for a full wedding meal. These packages include staff, tableware and decoration with a polished presentation as part of all-inclusive catering.

Buffet-style catering remains more economical at €25–€70 per guest, making it a budget-friendly option. An in-home caterer offers similar rates but adapts to your private location; costs may increase for remote sites requiring additional equipment. The food truck transforms the budget approach: expect only €10 to €25 per person. This casual format suits large guest lists. Service is usually simple, often counter-style, with themed specialties. A 100-person wedding would cost €1,000 to €2,500 with a food truck versus €4,000 to €15,000 with a traditional caterer, highlighting the importance of catering rates in your overall budget.

Wedding catering pricing: contractual aspects

Questions to ask a caterer before signing a contract

Once the event catering budget is set and services have been compared, the contractual step becomes crucial to avoid unpleasant surprises.

Q: How is the price for your service calculated exactly?

A: Pricing is usually per person, but some caterers bill per dish or apply a flat fee. Travel expenses may be added depending on distance. Catering service is often limited to a set number of hours, with overtime charges beyond that.

Q: Which services are actually included in your offer?

A: The basic catering package rarely includes everything. Tableware, linens and kitchen equipment sometimes require additional rental. Cleanup, corkage fees or bar service generate extra costs. Policies for leftover food vary: storing, disposal or donation. The final catering package can therefore differ significantly depending on the selected options.

Q: What is your cancellation policy?

A: Conditions vary widely between budget and high-end caterers. Cancellations generally need to be notified by registered mail. Refunds follow a decreasing scale depending on how close to the event the cancellation occurs. The caterer’s liability insurance covers risks related to the service.

Q: Can you adapt your menus for specific diets?

A: Experienced professionals offer alternatives for allergies and dietary preferences in their wedding menus. A prior tasting allows you to validate the dishes. The use of fresh, local products directly affects both quality and price. Clear answers will help secure your decision.

When to book your caterer to optimize budget and availability

The timing of your booking also affects pricing. Once questions are clarified, the timing becomes decisive to secure the best caterer rates. The ideal window is between 6 and 12 months before the wedding. High season (May to September) requires anticipation of 9 to 18 months. Popular caterers fill up quickly for these coveted dates, directly affecting the available options.

Begin your search by exploring websites and social networks to compare caterers. Client reviews help identify reliable providers offering good value. With budget and guest count defined, you can eliminate unsuitable options. Logistical details — delivery, service, cleanup — are negotiated during initial discussions. The final contract confirms arrival times, the detailed wedding menu and the number of servers to be provided.

Contractual commitments and deposits to expect

Early booking naturally leads to a formal contract, a cornerstone of organizing your wedding meal with your chosen provider.

• Mandatory signing of a written contract detailing mutual commitments before any reservation
  • Number of guests, menu type, exact dates and times
  • Additional services: tableware, cocktail bar, wedding cake
  • Details for a gourmet caterer if applicable
• Deposit of 30% to 50% of the total amount required at signing
  • Secures the chosen date definitively
  • Formally commits the provider to the agreed all-inclusive catering services
• Cancellation terms clearly specified
  • Deposit retained according to the clauses in case of client cancellation
  • Balance potentially due depending on notice period
  • Refunds only in case of force majeure
• Essential checks before signing
  • Professional registration of the caterer
  • Valid insurance and food safety certifications for buffet caterers
  • Clauses on additional fees: equipment rental, decoration, overtime

These elements ensure a calm and transparent collaboration. Such contractual items protect both parties and clearly define the service.

Sample quotes for different event sizes

Catering estimates vary considerably depending on the scale of the reception. Here are concrete examples for different configurations.

For a 30-person catering package, expect between €1,350 and €1,800. For 50 people, prices range from €2,250 to €3,000. These packages typically include cocktail, starter, main course, dessert and drinks.

A 60-person cocktail reception at €70 per person totals €4,200. Add €1,200 for drinks and €800 for service to reach €6,200.

An 80-person cold buffet costs about €6,400: €4,000 for food, €1,200 for drinks, €1,200 for service and decoration. A 100-person seated meal climbs to €7,500 in a classic version, €11,500 for a gourmet menu. A 150-person catering bill can reach €17,250 with an elaborate menu, while a 200-person price starts at €10,000 for a simple buffet formula.

Average catering prices vary by format. A simple buffet starts at €25 per person with a basic per-guest rate. Cocktail receptions range from €30 to €120 depending on culinary entertainment. A seated meal quote swings between €50 and €180. Additional stations — verrine bars, food truck workshops — will noticeably increase the final catering bill.

The cost of wedding catering is a central element in building your reception budget. By taking into account all variables — from the type of service to optional extras like entertainment or drinks — you can best anticipate the overall cost of your meal.

With a rigorous methodology, a careful analysis of services and an informed comparison of quotes, you’ll gain a realistic estimate tailored to your celebration style. Keeping your priorities, desires and guest satisfaction in mind will help you make the right choices without exceeding your financial limits. Professional support, careful planning and well-informed decision-making will ensure an event that is both delicious and well controlled. That way, your budget will stay aligned with your goals.