Graduation season brings many orders at the same time. If headcount changes and tray assumptions are loose, profit disappears quickly.
Quick Summary
- Start with per-person costs, then build tray tiers
- Use weekend demand pricing for peak Saturdays
- Charge setup and equipment fees clearly
- Set final guest-count deadlines in writing
This guide gives you a simple pricing system for spring party catering.
Build Around Guest Tiers
Use clear package ranges:
- 20 to 30 guests
- 40 to 60 guests
- 75+ guests
Tiered packaging makes quoting faster and lowers planning mistakes.
Catering Pricing Formula
Per-person price = (Food + Packaging + Labor + Delivery + Setup) / Guest countThen adjust by target margin for each tier.
Example: 50-Guest Graduation Order (Example Numbers)
- Food and sides: $410
- Packaging and labels: $52
- Labor: $160
- Delivery and setup: $95
- Total cost: $717
Per-person cost:
$717 / 50 = $14.34At 35% target food cost equivalent, quote around $40 to $42 per guest depending on service level.
Add-On Options Families Buy
- Dessert tray upgrade
- Beverage station setup
- Disposable bundle (plates, cups, napkins)
- Extra protein tray
Add-ons increase revenue while keeping menu structure stable.
Local Data Check (US)
Department of Education and state district calendars can help forecast local graduation peaks. Use those dates to set staffing and pricing calendars early.
Do This Now
- Define 3 guest-count tiers (20-30, 40-60, 75+)
- Calculate per-person cost including food, packaging, labor, delivery, setup
- Add a 5-10% production buffer for headcount uncertainty
- Divide per-person cost by 0.35 to find your per-person price at 35% food cost
- List your add-ons (dessert tray, beverage station, extra protein)
- Set final guest-count deadline (5-7 days before event)
Graduation catering is a short season with big opportunity. KitchenCost helps you quote quickly and keep every tray profitable.