When planning a wedding, party, or corporate event, one of the very first questions couples and organisers ask is:

“How much is your price per head?”

It’s a completely fair question — but it’s also one of the most misleading ones in catering.

At Food Champs, catering across the Midlands and beyond, we believe in full transparency. That means explaining what actually goes into a catering quote, why prices can vary, and how asking the right questions early can save you from unpleasant surprises later on.

Why Catering Prices Aren’t One-Size-Fits-All

Not all caterers include the same services in their pricing. A lower “price per head” may look appealing at first glance, but it can hide additional costs that appear later in the planning process.

Depending on the caterer, the quoted price may — or may not — include:

• Cutlery and crockery

• Glassware

• Table linen

• Waiting staff

• Set-up and clear-down

• Kitchen equipment

• Power, water, or refrigeration solutions

For example, waiting staff numbers are never a standard figure. A formal sit-down meal will always require more staff than a relaxed buffet or BBQ — and that directly affects the final cost.

Venue Makes a Big Difference to Catering Costs

The venue itself plays a huge role in determining the overall price per head.

A wedding held in a fully equipped function room is very different from one on a farmland, marquee site, or private garden. Where there is no permanent kitchen, caterers may need to bring everything with them — and that requires extra logistics, equipment, and staff.

At Food Champs, we can:

• Provide a fully equipped pop-up kitchen

• Supply a refrigerated trailer where needed

• Work flexibly with non-traditional or outdoor venues

This means the price per head for the same menu may differ depending on the location and facilities available — not because of hidden costs, but because the requirements are genuinely different.

Why We Ask So Many Questions at the Start

We understand it can feel like a lot when we ask for detailed information early on — but there’s a good reason for it.

Our goal is to create a tailored proposal that is as close as possible to the final cost, rather than an attractive initial figure that later increases.

To do this accurately, we ask about:

• Guest numbers (with different rates for children under 12)

• Kitchen facilities, if available

• Access to running water and electricity

• Type of service (BBQ, buffet, sharing feast, or plated meal)

• Event timings and flow

The more we know upfront, the more accurate — and transparent — your quote will be.

Event Size and Price Per Head

Another common misconception is that price per head stays the same regardless of event size.

While the food cost per portion may be similar, the overall price per head will differ between a 30-guest BBQ and a 300-guest BBQ.

Staffing, equipment, transport, set-up time, and infrastructure all scale differently depending on the size of the event. This is why we always recommend asking for an overall estimate, rather than focusing solely on a per-person figure.

Our Approach: Honest, Tailored, and Transparent

At Food Champs, we don’t believe in vague pricing or surprise extras. Every event is unique, and our quotes reflect the specific features and requirements of your celebration.

We always strive to:

• Be clear about what is and isn’t included

• Tailor our service to your venue and vision

• Provide realistic pricing from the outset

• Avoid last-minute additional costs wherever possible

If you’re comparing caterers, we encourage you to look beyond the headline price per head and ask:
What am I actually getting for this cost?

Thinking About Catering in the Midlands?

If you’re planning a wedding, private party, or corporate event in the Midlands or beyond, we’d love to talk. Share as much detail as you can with us early on, and we’ll create a quote that’s honest, tailored, and designed to fit your event — not surprise you later.

Food Champs Wedding & Event Catering — great food, clear pricing, and no hidden costs.