| Ingredient | Qty / portion | Unit | Price / unit (€) | Cost (€) |
|---|---|---|---|---|
| Arrival Tea & Coffee + Pastries | kg | — | ||
| Working Lunch (sandwiches, wraps) | kg | — | ||
| Lunch Salads (2 varieties) | kg | — | ||
| Lunch Dessert (fruit, brownie) | kg | — | ||
| Afternoon Break (cake slice, tea, coffee) | kg | — | ||
| Soft Drinks (throughout day) | liter | — |
Professional Tips for Accurate Costing
- A full-day conference (arrival + lunch + afternoon break) typically runs €18–35 food cost per delegate.
- Coffee and tea consumption is higher at conferences than at social events — budget 3–4 cups per delegate per day.
- Wrap sandwiches and salad boxes are more efficient to serve in working lunches than plated food.
- Allergen information must be clearly labelled on all conference food items under EU Regulation 1169/2011.
- Offer a vegan and gluten-free option as standard at all conference breaks — expect 10–15% uptake.
Frequently Asked Questions
Full-day conference catering (arrival refreshments + working lunch + afternoon break) costs €22–45 per delegate inclusive of food, staff and setup. Morning-only or afternoon-only catering costs €8–16 per delegate.
Plan 3–4 sandwich portions (quarter-cut) per person for a working lunch, supplemented with salads, fruit and crisps. Total food weight for a working lunch: 300–400g per person.
Allow 60–90 minutes for a standard conference catering setup. For multiple service points (registration area, breakout rooms, main room), add 30 minutes per additional location.
Collect dietary requirements at registration (via the event organiser). Label all dishes with allergen information. Pre-plate specific dietary requirement meals and label with the delegate's name for service to prevent confusion.