Behind the Price Tag: Catering Costs — Per-Person vs. Package Pricing

Catering is one of the most misunderstood parts of a wedding budget — especially for micro-weddings. Smaller guest counts don’t always mean smaller bills, because service minimums, staffing ratios, and venue requirements still apply. The key is understanding what you’re actually paying for, and where you can be intentional without losing the magic of a shared meal.

Elegant Outdoor Wedding Catering SetupBeautifully arranged glassware and vibrant floral centerpieces create a romantic and inviting atmosphere.

How Catering Minimums Work

Many venues set a food and beverage minimum instead of charging strictly per head. That minimum must be met whether you have 20 guests or 80. It covers food, beverages, staffing, and often the use of china, glassware, and linens.

If you’re below the headcount that makes the math work, some venues allow a creative solution:

• Upgrade to a plated multi-course menu rather than buffet service.

• Add a signature cocktail or upgraded wine pairing.

• Include late-night snacks or dessert bites to close the gap.

This lets you hit the minimum while spending on guest experience, not filler.

Per-Person Pricing (and What It Really Covers)

Independent caterers and smaller venues often quote pricing per person. That number may include:

• Entrée, side, and salad — either plated or family-style

• Basic staffing (one server per 10–12 guests)

• Standard rentals like plates, flatware, napkins, and water glasses

• Setup and breakdown time

But many things are not included: upgraded glassware, chargers, cocktail servers, bar mixers, and sometimes even water service. Always ask for a full line-item quote before comparing per-person pricing to a package.

Package Pricing (the All-In Approach)

A package usually bundles food, beverage, and staffing for a set rate per guest. For example:

• $150 per guest = three-course plated dinner, open bar for four hours, service staff, and dessert service.This structure is predictable and ideal for couples who want to lock in a total spend early.

Ask what’s covered: does it include tax, gratuity, and service fees? Those can add 20–28% to your final bill and are often the biggest surprise line items.

Staffing, Rentals & Hidden Fees

Even small weddings require a full kitchen and service crew. Expect at least:

• One server per 10 guests

• One bartender per 40 guests (minimum)

• Chef or kitchen lead fee

• Delivery or travel charge if your venue lacks a full kitchen

Rentals can also inflate totals: upgraded linens, chairs, and place settings quickly add $30–$50 per guest if sourced separately.

Smart Ways to Save (Without Cutting Corners)

• Opt for family-style instead of individually plated entrées. It reads abundant but reduces labor costs.

• Serve one great entrée with elegant sides instead of dual choices.

• Skip the full bar. Offer wine, beer, and one custom cocktail instead.

• Ask about partial rentals. If your venue includes tables and chairs, let the caterer supply only serving ware.

Typical Micro-Wedding Catering Ranges

Guest Count	Style	Average Cost (Per Person)	Notes
20–30	Plated Dinner	$120–$180	Best for restaurant or full-service venues
30–50	Family-Style	$90–$140	Balanced for warmth + value
50–60	Buffet or Stations	$75–$120	Higher setup needs but scalable
20–40	Cocktail-Style	$60–$100	Perfect for small urban or art-space venues

Questions to Ask Before You Book

• What is the food and beverage minimum?

• How are service fees and gratuity calculated?

• Do you charge for vendor meals?

• What rentals or staff are required through you vs. outside vendors?

• Is there a tasting included?

Having these answers upfront helps you compare real totals — not just line items.

Final Thought

The best catering choices for a micro-wedding are the ones that feel generous but intentional. Think fewer courses, beautiful presentation, and service that keeps the evening flowing. When you align your spend with experience, the investment always shows up in the energy of the night — and the photos that follow.

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