Wedding Catering Cost Estimator
Estimate Your Wedding Catering Costs
Select your meal style and options to get an estimated cost range for 100 guests in Sydney (2025 prices)
Feeding 100 people at a wedding isn’t just about putting food on tables. It’s about timing, taste, logistics, and making sure no one leaves hungry - or broke. If you’re planning a wedding for 100 guests, the cost to feed everyone can swing from $5,000 to $25,000 or more. That’s a huge range, and the difference isn’t just about fancy plates. It’s about what kind of meal you want, where you’re having it, and how the caterer structures their service.
What Drives the Cost of Wedding Catering?
The biggest factor? Meal style. A plated sit-down dinner with steak, roasted vegetables, and dessert costs far more than a buffet with pasta, sliders, and a dessert table. Even within those styles, prices vary. In Sydney, a basic plated dinner starts around $80-$100 per person. That includes one protein, two sides, bread, and a simple dessert. Upgrade to lobster tail, truffle mashed potatoes, or a multi-course tasting menu, and you’re looking at $150-$200 per person.
Buffets are usually cheaper - around $60-$90 per person - because they require fewer staff and less plating. But don’t assume they’re always the budget win. If you’re serving premium ingredients like sushi, carved roast beef, or gourmet cheese stations, the price climbs fast. Some caterers charge extra for open bars, specialty cocktails, or late-night snacks, which can add $15-$30 per person.
Location Matters More Than You Think
Where you host the wedding changes everything. If you’re renting a venue that requires you to use their in-house caterer, you’re locked into their pricing - and it’s often 20-40% higher than hiring an outside vendor. Places like The Star Sydney, The Royal Botanic Garden, or private estates in the Northern Beaches usually have strict catering rules. You pay for convenience, ambiance, and built-in services - but you also pay the premium.
On the flip side, hiring a caterer to bring everything to a public park, community hall, or even your backyard cuts out the venue markup. In Sydney, you can find excellent independent caterers who charge $70-$110 per person for a full plated meal, even with service staff included. Just make sure they’re licensed for outdoor events and have the right permits for serving alcohol.
Service Style: Plated, Buffet, or Family-Style?
Each service style affects both cost and experience.
- Plated service: Guests get their meal served at the table by waitstaff. This is the most expensive option because it needs more staff, precise timing, and individual plating. Expect to pay $100-$200 per person. It feels formal and elegant, ideal for evening weddings.
- Buffet: Guests serve themselves. Lower labor cost = lower price. Most caterers charge $60-$90 per person here. But you’ll need more space, longer lines, and possibly extra staff to refill stations. Great for casual or daytime weddings.
- Family-style: Large platters are brought to each table, and guests pass them around. It’s warm, communal, and surprisingly cost-effective - $75-$110 per person. It works best with hearty dishes like roasted chicken, baked pasta, or BBQ. Requires fewer servers than plated but more coordination.
Some couples mix styles: plated appetizers, buffet main course, and dessert bar. That’s a smart way to control costs while keeping the experience special.
What’s Actually in the Price?
Don’t just ask for a per-person rate. Break down what’s included. Many caterers hide fees:
- Service charge: Usually 15-20%. This covers staffing, setup, cleanup. Sometimes called a "gratuity" - but it’s not optional.
- Setup and cleanup fees: Some charge $300-$800 extra for tables, chairs, linens, and post-event trash removal.
- Cake cutting fee: If you bring your own cake, expect $5-$15 per person to cover serving it.
- Minimum spend: Many caterers require you to hit a minimum spend - often $8,000-$15,000 - even if you have fewer guests.
- Alcohol: This is a separate line item. A full open bar for 100 people over 5 hours can cost $5,000-$12,000. A limited bar (beer, wine, house spirits) cuts that to $2,500-$5,000.
Always ask for a line-item quote. If a caterer gives you just one number, walk away. You’re setting yourself up for surprise bills.
Real Examples from Sydney Weddings
Here’s what real couples paid in 2025:
- Case 1: A backyard wedding with a local food truck catering a BBQ platter (pulled pork, cornbread, coleslaw, lemonade). 100 guests. Total: $7,200 (including staff and cleanup).
- Case 2: A garden wedding with a plated three-course meal (chicken marsala, seasonal veggies, chocolate tart), open bar, and cake cutting. 100 guests. Total: $18,500 (including 18% service charge).
- Case 3: A ballroom wedding with a buffet featuring seafood station, carving table, pasta bar, and dessert wall. 100 guests. Total: $14,800 (with limited bar and no cake fee).
Notice how the food quality didn’t always match the price. The BBQ wedding was loved by guests and cost less than half the ballroom event. The key was matching the food to the vibe.
How to Save Money Without Sacrificing Quality
You don’t need to serve lobster to impress people. Here’s how smart couples cut costs:
- Choose seasonal food: Asparagus in spring, pumpkin in autumn - it’s cheaper and tastes better.
- Drop the open bar: Offer beer, wine, and one signature cocktail. Add a non-alcoholic mocktail station. Saves $3,000-$7,000.
- Go for lunch or brunch: Lunch menus are often 20-30% cheaper than dinner. A brunch spread with eggs benedict, pancakes, and fresh fruit is memorable and budget-friendly.
- Use fewer proteins: Serve one meat, one vegetarian option, and one vegan dish. No need for three meats.
- Skip the dessert table: Offer a small cake and cookies instead. Or let guests grab a scoop of ice cream from a cart.
- Book a weekday wedding: Caterers charge less on Thursdays and Sundays. You can save up to 25%.
What You Should Never Cut
Some things aren’t worth saving on:
- Staffing: Too few servers = slow service, cold food, and stressed guests. You need at least one server for every 15 guests.
- Food safety: Never hire an unlicensed caterer. In NSW, they must be registered with the local council. Ask for their food handling certificate.
- Contingency food: Always order 5-10% extra. People eat more than you think. A hungry guest is a grumpy guest.
One couple in Bondi skipped extra food to save $500. They ran out of chicken at 8:30 p.m. Guests were still arriving. The next day, three of them posted about it on Instagram. You don’t want that kind of viral moment.
Final Numbers: What You Can Expect
Here’s a simple breakdown for 100 guests in Sydney (2025 prices):
| Meal Style | Per Person | Total (100 Guests) | Includes |
|---|---|---|---|
| Basic Buffet | $60-$80 | $6,000-$8,000 | Two mains, sides, dessert, service staff |
| Mid-Range Plated | $90-$120 | $9,000-$12,000 | Three courses, wine pairing, 18% service |
| Luxury Plated | $150-$200 | $15,000-$20,000 | Multi-course tasting, premium proteins, open bar, premium desserts |
| Food Truck BBQ | $55-$75 | $5,500-$7,500 | One protein, sides, drinks, cleanup |
Remember: these are estimates. Prices vary by suburb, season, and how far in advance you book. The best time to lock in a deal is 8-12 months out. Last-minute bookings cost more - and you’ll have fewer options.
What to Ask Your Caterer
Before signing anything, ask these five questions:
- Is your quote all-inclusive? What’s extra?
- Do you provide staff, linens, plates, and glassware?
- What’s your policy on leftovers? Can we take them home?
- Do you have a backup plan if someone gets sick or a delivery is late?
- Can I see a sample menu from a recent 100-guest wedding?
Don’t be shy. The right caterer will welcome these questions. The wrong one will dodge them.
Is $100 per person a good price for wedding catering?
Yes, $100 per person is a solid mid-range price in Sydney for a plated three-course meal with wine and service included. It covers quality ingredients, trained staff, and professional setup. It’s not luxury, but it’s more than enough to impress guests without overspending.
Can I feed 100 people for under $5,000?
It’s possible, but only with trade-offs. A food truck BBQ, DIY dessert station, and BYO alcohol can get you under $5,000. But you’ll need volunteers to help serve, and you’ll have to handle cleanup yourself. It works for casual, outdoor weddings - not formal events.
Why is wedding catering so expensive?
Wedding catering is expensive because it’s not just food - it’s logistics. Caterers need to coordinate staff, transport, setup, cleanup, and timing - all while serving hundreds of people at once. They also carry insurance, pay for permits, and account for waste. Plus, weddings happen on weekends, when labor costs more. You’re paying for reliability, not just meals.
Do I need to tip the catering staff?
If the service charge is already included (usually 15-20%), you don’t need to tip extra. But if the quote says "service not included," then tip 10-15% on top. Always check the contract. Many couples forget to ask and end up tipping twice.
Should I hire a separate bartender?
Only if you’re offering a full open bar. Most caterers include bartenders in their package. But if you want specialty cocktails, craft beer taps, or a signature drink station, a dedicated bartender adds $300-$600. For beer and wine only, your caterer’s staff can handle it.
Next Steps
Start by listing your top three priorities: food quality, budget, or experience? Then find caterers who match that. Book tastings - don’t just look at menus. Taste the chicken. Try the dessert. See how the staff moves. Ask for references from past 100-guest weddings.
Most couples regret spending too much on flowers and not enough on food. Guests won’t remember the centerpieces. But they’ll remember if the steak was dry or the cake was amazing. Get the food right, and your wedding will be talked about for years - for the right reasons.