Question 1

What costs should I include in 'Total Event Costs'?

Accepted Answer

You should include all direct costs associated with the event that scale with guests. This typically includes catering, beverage service, venue rental, staffing, and sometimes even a portion of floral and decor. Exclude fixed costs that don't change with guest count, like the DJ or photographer fee, for a more accurate per-head catering cost.

Question 2

How does per-head cost help with profitability?

Accepted Answer

By knowing your baseline cost per guest, you can add a markup to determine your selling price per guest. This ensures that you're not just covering costs, but also building a healthy profit margin into every package you sell.

Question 3

What's a typical per-head cost for a wedding?

Accepted Answer

This varies dramatically by location, style, and level of service. A casual wedding in a low-cost area might be $75 per head, while a luxury wedding in a major city could easily exceed $500 per head. The key is to know *your* specific costs.

Question 4

How can I lower my per-head cost?

Accepted Answer

The most direct way is to reduce the total costs. This can be done by negotiating with vendors, choosing a less expensive menu, or reducing non-essential services. Alternatively, increasing the guest count without significantly increasing costs (e.g., in a large venue) can also lower the per-head average, though it increases the total budget.

Question 5

Should I include children in the guest count?

Accepted Answer

Yes, but they may be a separate category. Many caterers offer children's meals at a lower price point. You can calculate the adult per-head cost separately from the children's per-head cost for a more granular budget breakdown.

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Understanding Guest Per Head Cost

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