Quick Summary
- Build per-guest packages with clear service scope (buffet vs. plated, bar service, dessert station)
- Add heat and logistics buffers (10–15%) for outdoor venues; cold-chain logistics and replacement contingencies raise real cost
- Quote travel by zone (0–10 miles, 10–25 miles, 25+ miles), not by guess; include setup time and vehicle cost
- Use deposits (25–50%) and milestone payments to reduce financial risk
Why This Matters
Summer weddings can be high-revenue projects for catering teams. They can also fail financially fast if weather, travel, and labor are underpriced. Most caterers lose money on summer weddings because they don’t account for venue setup rules, long holding times for plated service, and premium rentals.
This guide gives a straightforward package structure for safer quoting.
At a Glance
- Build per-guest packages with clear service scope
- Add heat and logistics buffers for outdoor venues
- Quote travel by zone, not by guess
- Use deposits and milestone payments
Where Wedding Margins Shrink
- Venue rules creating extra setup labor
- Long holding times for plated service
- Premium rentals omitted from quote
- Late timeline changes from coordinators
Wedding Package Formula
Wedding package price = (Food + Labor + Rentals + Travel + Event risk buffer) / Target food cost %Example: 120-Guest Outdoor Buffet (Example Numbers)
- Food and beverage cost: $3,850
- Labor and service team: $2,460
- Rentals and disposables: $1,020
- Travel and load-in logistics: $520
- Event risk buffer: $450
- Total cost: $8,300
Target food cost: 35%
$8,300 / 0.35 = $23,714.29A quote near $23,700 to $25,000 is usually healthier than a low anchor package that ignores service complexity.
Contract Terms That Protect You
- Publish final headcount deadline
- Charge for timeline extensions
- Define weather backup responsibility
- Separate premium dessert station pricing
Do This Now
- Create 2–3 per-guest package tiers (buffet, plated, premium) with clear service scope for each
- Calculate heat and logistics buffer (10–15%) for outdoor venues and add to your base cost
- Map your travel zones and calculate true drive time + setup time + vehicle cost for each zone
- Define your deposit policy (25–50% upfront) and milestone payment schedule
- Test your pricing on last year’s summer wedding quotes to see if you hit your target food cost %
Local Data Check (US)
Wedding revenue is strongest when your quote includes the full execution reality. KitchenCost helps you model per-guest packages before proposals go out.