The weight of the caterer in the wedding budget
The caterer is the second largest wedding expense, right after the venue. It represents 25 to 30% of the total budget and is the expense most directly linked to the number of guests. Each additional guest adds 50 to 150 euros to the bill (food + drinks).
For a wedding budget of 20,000 euros with 80 guests, the catering expense ranges between 5,000 and 6,000 euros (food + drinks). This is a significant amount that deserves particular attention during negotiation.
To keep control of every euro spent, an application like Nupty allows you to track your budget in real-time, expense by expense, with alerts in case of overspending.
The direct guest-budget link
Catering is the expense where the number of guests has the biggest impact on the budget. Going from 80 to 100 guests adds 1,500 to 3,000 euros to the catering bill alone. This is why the guest list is the first lever for budget optimization, even before choosing the formula.
2026 prices by meal formula
| Formula | Cost / person (excluding drinks) | Description | Atmosphere |
|---|---|---|---|
| Cocktail reception | 45 to 75 euros | 8 to 12 savory pieces + 3 to 4 sweet pieces + mini pastries | Friendly, relaxed, guests mingle |
| 3-course seated meal | 65 to 100 euros | Starter + main course + dessert, plate or platter service | Classic, elegant, structured |
| 4-5 course gourmet meal | 90 to 150 euros | Amuse-bouche + starter + fish/meat + cheese + dessert | High-end, refined |
| Food trucks (2-3) | 30 to 50 euros | 2-3 food trucks with different menus | Festive, relaxed, original |
| Barbecue / spit roast | 35 to 55 euros | Grilled meats + sides + salads | Rustic, generous, friendly |
| Wedding brunch | 35 to 60 euros | Sweet and savory buffet, eggs, pastries, cold cuts | Original for a morning wedding |
Total cost by number of guests
Here is an estimate of the total catering budget (food + drinks) by number of guests, for the most common formulas:
| Number of guests | Cocktail reception | 3-course seated meal | Gourmet meal |
|---|---|---|---|
| 40 guests | 2,400 to 3,800 euros | 3,400 to 5,200 euros | 4,800 to 7,600 euros |
| 60 guests | 3,600 to 5,700 euros | 5,100 to 7,800 euros | 7,200 to 11,400 euros |
| 80 guests | 4,800 to 7,600 euros | 6,800 to 10,400 euros | 9,600 to 15,200 euros |
| 100 guests | 6,000 to 9,500 euros | 8,500 to 13,000 euros | 12,000 to 19,000 euros |
| 120 guests | 7,200 to 11,400 euros | 10,200 to 15,600 euros | 14,400 to 22,800 euros |
Note: these estimates include drinks (cocktail hour wine, meal wine, dessert champagne). Without drinks, reduce by 20 to 30%.
Beverage expense: how to optimize it
Beverages represent 30 to 40% of the caterer's bill. This is the easiest sub-expense to optimize without impacting the quality of the meal.
| Strategy | Caterer cost | Direct cost | Savings (80 guests) |
|---|---|---|---|
| Meal wine (60 bottles) | 12 to 20 euros / bottle | 4 to 8 euros / bottle | 400 to 800 euros |
| Cocktail hour wine (20 bottles sparkling wine) | 18 to 30 euros / bottle | 8 to 12 euros / bottle | 200 to 400 euros |
| Open bar (beers + spirits) | 15 to 25 euros / person | 8 to 12 euros / person | 400 to 1,000 euros |
| Total beverage savings | 1,000 to 2,200 euros |
How to choose your caterer
Essential criteria
- Tasting: Never sign without having tasted. Most caterers offer a tasting (sometimes paid, 50 to 150 euros, often deducted from the final quote).
- Recent reviews: Read Google reviews, Mariages.net, and ask for references from recent weddings (less than 6 months old).
- Flexibility: A good caterer adapts to your constraints (dietary restrictions, atypical venue, specific hours).
- Transparency: The quote must detail each item (cost per person, drinks, service, equipment, transportation). Beware of globalized quotes.
- Staff included: Check how many waiters are included. The norm is 1 waiter for 10 to 15 guests for a seated meal, 1 for 15 to 20 for a cocktail.
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Discover Nupty - 89 EURTasting: what you need to know
The tasting is an essential step. Here's how to make the most of it:
- When: 3 to 4 months before the wedding, once the menu is almost finalized.
- Cost: Free to 150 euros depending on the caterer. Often deductible from the final quote.
- Who to invite: Just the two of you, possibly your parents (if the budget is shared). Maximum 4 people.
- What to test: All planned menu dishes + cocktail hour drinks + table wine.
- What to evaluate: Taste, presentation, temperature, quantities, seasoning.
8 strategies to reduce the caterer's bill
- Cocktail reception instead of seated meal: 20 to 30% savings.
- Single menu without options: 10 to 15% savings (the caterer optimizes their purchases).
- Directly sourced beverages: 1,000 to 2,200 euros savings for 80 guests.
- Homemade wedding cake instead of caterer's dessert: 200 to 500 euros savings.
- Platter service instead of plate service: 5 to 10 euros savings per person (less staff needed).
- Reduce cocktail hour: 3 to 4 pieces instead of 6 to 8. 5 to 10 euros savings per person.
- Negotiate the number of waiters: Adjust to the actual number of guests. One extra waiter means 150 to 250 euros lost.
- A la carte quote: Remove unnecessary services from the package (luxury tablecloths, gourmet coffee service, decorative setup).
Key points of the caterer's quote
| Element | To check | Common pitfall |
|---|---|---|
| Price per person | Whether it is clearly indicated as excluding or including tax | Price displayed as excluding tax, with VAT added at the end (+10 to 20%) |
| Minimum number of covers | Required minimum and penalty if fewer | Billing for the minimum even if 10 guests are missing |
| Children | Children's rate (generally 50% of the adult price) | Children billed at full price without negotiation |
| Included equipment | Tableware, tablecloths, furniture | Unexpected additional rental fees |
| Transport and setup | Travel expenses | Distance surcharge if the venue is far away |
| Deposit | Amount and cancellation conditions | 50% non-refundable deposit |
5 mistakes to avoid
1. Booking without a tasting
This is the worst mistake. A menu that looks good on paper can be disappointing to taste. Your guests will remember the quality of the meal for years.
2. Choosing the cheapest caterer without comparing
The cheapest is not always the best value for money. Compare 3 detailed quotes. Sometimes, a caterer at 75 euros per person with everything included is more advantageous than a caterer at 60 euros with hidden supplements.
3. Underestimating drink quantities
Count on average 1/2 bottle of wine per person during the meal, 1/3 bottle of champagne for dessert, and 1/4 bottle per person for the cocktail hour. It's better to plan a little too much than not enough.
4. Forgetting dietary restrictions
Vegetarian, gluten-free, allergies: ask your guests about their restrictions via RSVP. Plan alternatives with the caterer. A guest who can't eat anything is an unhappy guest.
5. Not planning a late-night snack
After 11 PM-midnight on the dance floor, your guests will be hungry. A few pizzas, a burger bar, or crepes cost 5 to 10 euros per person and have a huge effect on the atmosphere. Plan for it in the initial quote.
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Discover Nupty - 89 EURFrequently asked questions
How much does a wedding caterer cost in 2026?
In 2026, expect to pay 45 to 75 euros per person for a cocktail reception, 65 to 100 euros for a 3-course seated meal, and 90 to 150 euros for a gourmet meal. For 80 guests, the total catering budget (food + drinks) ranges between 4,800 and 10,400 euros.
Which is the most economical option?
The food truck (30 to 50 euros per person), followed by the cocktail reception (45 to 75 euros). The cocktail reception offers the best value for money: friendly, elegant, and 20 to 30% cheaper than a seated meal.
How to reduce the caterer's cost?
Cocktail reception (-20 to 30%), single menu (-10 to 15%), directly sourced beverages (1,000 to 2,200 euros savings for 80 guests), a la carte quote, and negotiation on the number of waiters.
Should I buy drinks myself?
Yes, if the venue allows it without excessive corkage fees. The savings are 30 to 50% on beverages, or 1,000 to 2,200 euros for 80 guests. Wine from a winemaker (4 to 8 euros per bottle) and sparkling wine instead of champagne.
How far in advance should I book the caterer?
8 to 12 months for a Saturday in high season. 4 to 6 months off-season or during the week. The tasting is done 3 to 4 months before the wedding.
Seated meal or cocktail reception?
The seated meal is classic and elegant. The cocktail reception is friendly and cheaper. If the budget is tight, the cocktail reception is almost always the best quality-price compromise.
Read also
Sources: 2026 vendor survey, average prices in the French market