Catering prices in Madrid: what it costs per person

How much does catering cost in Madrid?

The price of catering in Madrid depends mainly on the format (breakfast, coffee break, drinks reception or buffet), the number of guests and the services the event needs, such as waiting staff, tableware or transport. There’s no single rate: the price is confirmed in the quote for each event.

When people search for ‘catering for 50 people price’, they usually expect a figure. The trouble is that most figures online mix different formats, with and without front-of-house staff, with and without drinks, so they’re no use for comparison. This page has a different aim: to show you how the price is built up, so you can ask for quotes that compare like with like, from us or from any other caterer.

The formula is simple:

Total price = price per head × guests + services

Each part has its own logic, and we go through them below. The key point: prices per head can only be compared if both quotes include the same things. The price of your event depends on the format, the number of people and the staff, and the calculator below helps you fix the quantities before you ask for a quote.

Here is the answer in quantities for 50 people. These are industry guidelines, not María Lluch Catering’s prices or set portions. A drinks reception that replaces a meal needs about 700 pieces (14 per person), around 2 kg of cheese or Iberian cured meats and about 150 drinks. A coffee break needs about 150 pieces, and a working breakfast about 200. The price for your case is confirmed in the quote.

If you already know what you want, request information or a quote: tell us the date, format and number of guests. We’ll reply to your quote within 24–48 h.

What the price depends on, by format

The price per head changes from one format to the next because what’s served, and the service it needs, change too. A breakfast or a coffee break sits at the lower end. A drinks reception or a lunch with waiting staff costs more per head, because it involves more food, more preparation and more staff.

Here are four common formats for corporate events and what drives the price of each:

Format	Typical length	What pushes the price up	What brings it down
Working breakfast	45-60 minutes	Higher-quality ingredients, speciality drinks, fresh fruit	A set menu, collection by the client
Coffee break	20-30 minutes	Several breaks, top-ups of the same items	A simple menu, a single delivery
Drinks reception	1.5-2 hours	Hot pieces, premium ingredients, waiting staff	Less variety, fewer pieces per head
Lunch or buffet	1.5-2 hours	An elaborate main course, dessert, front-of-house staff	A single menu, no repeat dishes

There are also factors that affect every format:

• Ingredients: Iberian ham, foie gras or king prawns push a menu up; croquettes, Spanish omelette or mini sandwiches bring it down.
• Preparation: hot pieces and anything assembled on the spot take more work than cold ones.
• Front-of-house staff: serving with waiting staff costs more than delivering and leaving everything set up. The actual staffing depends on the event and we confirm it in the quote.
• Drinks: some proposals include them, others don’t.
• Venue and timing: difficult access or out-of-hours service can affect the total.

To see which kind of event suits each format, take a look at corporate catering, office breakfasts and event catering.

Price for 20, 50 and 100 people

The total cost of catering rises with the number of guests, but not in a straight line. The price per head usually drops slightly for larger groups, because logistics and set-up are spread across more people. With 20 guests, the minimum order, which depends on the service, weighs more; with 100, it’s staff and logistics that weigh more.

How group size changes things:

• 20 people: small events and team meetings. The menu is usually simpler and the service more flexible. Logistics (transport, set-up) weigh more per head. The minimum order depends on the service; we’ll confirm it in the quote.
• 50 people: the most searched-for size, and also the turning point. It’s worth thinking about one or two waiters if the format is a drinks reception or buffet, and the menu can be more varied without getting overcomplicated.
• 100 people: numbers like these call for more staff, more set-up and tighter planning of timings and kitchen work. This is where asking for your quote well in advance helps most. If your event is this size or larger, tell us how many of you there are and we’ll look at how to organise it.

Guests	What usually happens to the price per head	What to decide before asking for a quote
20	More affected by fixed costs and the minimum order	Format, a simple menu, delivery or full service
30	Balanced; front-of-house service starts to show in the price	With or without waiting staff, drinks
50	A little lower per head if the menu is simplified	Waiting staff, tableware and set-up
100	Staff, transport and logistics carry the most weight	Timings, staff, notice

The real price of each format and group size depends on the menu and the staff, and we work it out for you in a tailored quote.

Work out quantities and budget

To know how much food and drink to order, multiply each format’s per-person quantities by the number of guests and add a 5% margin for the unexpected. The calculator on this page does the sums for you for 20, 30, 50 or 100 people and tells you how much of each item to order.

Important: the quantities shown here are industry guidelines based on standard catering practice. They are not María Lluch Catering’s portions or menus. Use them to get a feel for the numbers and to compare quotes; we adjust the quantities for each event to the time of day, the type of gathering and the guests. The calculator does not include prices.

Quantities per person

Format	Per person (guideline)
Working breakfast	1.5 cups of hot drink, 150 ml of juice, 330 ml of water, 2 savoury pieces, 2 sweet pieces and 100 g of fruit
Coffee break	1.5 cups of hot drink, 330 ml of water, 1 savoury piece, 2 sweet pieces and 60 g of fruit
Drinks reception (in place of a meal)	12 savoury pieces (5 cold, 5 hot and 2 heartier bites), 2 sweet pieces, 40 g from a cheese or Iberian cured meat board and 3 drinks
Lunch or buffet	3 bite-size starters, 100 g of salad, 150 g of main course, 120 g of sides, 40 g of bread, 1 dessert and 3 drinks

These figures follow the calculation method used throughout this guide, in line with industry practice. A working breakfast is treated as a light, hour-long meal. A coffee break is a short pause where the hot drink matters most. A drinks reception that replaces a meal works out at around 14 pieces per person, savoury and sweet combined. A lunch uses the portions of any working-lunch menu.

Total pieces by number of guests

Counting savoury and sweet pieces only (no drinks, fruit or boards) and before the 5% margin, the totals are:

Format	20 people	30 people	50 people	100 people
Working breakfast (4 pieces)	80	120	200	400
Coffee break (3 pieces)	60	90	150	300
Drinks reception (14 pieces)	280	420	700	1,400
Lunch or buffet (3 starters + dessert)	80	120	200	400

For example, a drinks reception for 50 people: 250 cold pieces, 250 hot, 100 heartier bites, 100 sweet pieces, 2 kg of cheese or Iberian cured meats and about 150 drinks. The 5% margin adds roughly 35 pieces in total.

And if your question is ‘how many canapés per person?’: for a drinks reception that replaces a meal, around 12 savoury pieces plus 2 sweet; for an aperitif before a seated meal, 6 to 8 savoury pieces.

Once you have your numbers, request information or a quote with the format and number of guests, and we’ll send you quantities and terms tailored to your event. We reply to your quote within 24–48 h.

What the price includes and what it doesn’t

A catering price may cover just the food, or drinks, waiting staff, tableware, set-up and clearing away as well; it depends on the caterer. Before comparing quotes, ask what each one includes, because two identical figures can cover very different services. The checklist below will help you do that.

Items to clarify in any quote:

1. Food: menu, number of pieces or portions per person, and alternatives for special diets.
2. Drinks: water, soft drinks, coffee, wine or beer; included or extra.
3. Staff: waiting staff, head waiter and hours of service.
4. Tableware and equipment: crockery, glassware and table linen, or disposables.
5. Set-up and breakdown: who does it and how far in advance.
6. Transport: whether it’s included or charged separately.
7. Clearing away: removal of waste and equipment.

In our case, we take care of everything: transport, set-up, tableware, waiting staff if you need them and clearing away afterwards.

Allergens and dietary requirements

Allergies, intolerances and special diets also affect the quote, because they may need separate preparation or plating. Mention them in your first enquiry so the quote already covers them and doesn’t have to be redone. Every dish has its own allergen sheet; tell us about any allergies and intolerances and we’ll adapt the menu. The menu has vegetarian and vegan dishes.

Company invoices

We invoice your company in its name. If you’re booking as a company, let us know when you ask for a quote.

To see how we work with companies, have a look at corporate catering in Madrid.

How to save without cutting quality

You can bring down the cost of catering without anyone noticing: match the format to the time of day, simplify the menu, book early and get the quantities right. What you shouldn’t skimp on is core ingredients or food safety. Saving well means ordering exactly what you need, not less.

What works:

• Pick the right format. A coffee break costs less than a drinks reception; if the event is a two-hour meeting, you may not need lunch.
• Keep the menu simple. Less variety means less preparation. Better a few things done well than lots of run-of-the-mill ones.
• Get the quantities right. Over-ordering is the most common way to overspend. Use the calculator on this page and check with your team how many people are actually coming.
• Book early. It gives you more room to fine-tune the menu and logistics. We recommend requesting it at least 72 hours in advance; on high-demand dates, with more time.
• Think about the venue. Serving at your own office means no room hire at an outside venue; with delivery to your office or catering delivered to your home, you avoid venue costs.
• Group your orders. If you need several breakfasts or lunches a month, plan them together so you don’t order too much or in a rush. If you need a recurring service, tell us.
• Compare like with like. Ask every caterer for the same format, the same number of guests and the same conditions, and always use the same list of items.

If you’d like something a bit different, have a look at our live cooking and our office Christmas party catering, where the format also drives the price.

Request information or a quote

For an exact quote we need four details: format, date, number of guests and venue. With those, we prepare your quote so you can compare it with any other on equal terms. You deal with us directly, with no middlemen or booking platforms, and we fine-tune it with you until it fits.

Behind it all is a stable team of kitchen, logistics and front-of-house staff, and María Lluch Careaga, who founded the business in late 2019. Meet María. We’ll reply to your quote within 24–48 h.

To get it right first time, it helps if you tell us:

• The format you have in mind (breakfast, coffee break, drinks reception or lunch).
• The day, time and expected duration.
• The number of guests.
• The event address, and whether there’s easy access for unloading.
• Any special diets or allergies in the group.
• Your company tax ID (CIF) and billing details, if you have them to hand.

Request information or a quote or see all our services. If you’re after something specific, there’s also corporate catering, office breakfasts and coffee breaks, event catering and private chef and live cooking in Madrid.

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Quantity calculator

Industry guideline quantities, calculated per person from standard catering practice. They are not María Lluch Catering's portions or menus and do not constitute a proposal: they simply give you an idea of how much food and drink you need. Every proposal is adjusted to the time of day, the type of event and the guests. No prices in euros are included.

A guideline margin for the unexpected and for second helpings. For events of 100 people or more, caterers often raise it to 10%.

FormatWorking breakfastCoffee breakDrinks receptionLunch or buffetGuestsCalculate

Request a quote with these quantitiesCopy CSVDownload CSV

Guide quantities for 20, 50 and 100 guests, with a 5% margin

Format	Item	20	30	50	100
Working breakfast	hot drink (coffee, milk or herbal tea) (cups)	32	48	79	165
	juice (ml)	3150	4725	7875	16500
	water (ml)	6930	10395	17325	36300
	savoury pieces (mini filled rolls, croissants or sandwiches) (pcs)	42	63	105	221
	sweet pieces (mini pastries, sponge cake) (pcs)	42	63	105	221
	sliced fruit or fruit skewers (g)	2100	3150	5250	11000
Coffee break	hot drink (coffee, milk or herbal tea) (cups)	32	48	79	165
	water (ml)	6930	10395	17325	36300
	savoury pieces (mini sandwiches or mini filled rolls) (pc)	21	32	53	111
	sweet pieces (biscuits, sponge cake, mini pastries) (pcs)	42	63	105	221
	sliced fruit or fruit skewers (g)	1260	1890	3150	6601
Drinks reception	cold savoury pieces (canapés, mini sandwiches) (pcs)	105	158	263	550
	hot savoury pieces (croquettes, puff pastry bites, mini quiches) (pcs)	105	158	263	550
	heartier bites (mini burger, mini Spanish omelette, tasting spoon) (pcs)	42	63	105	221
	sweet pieces or dessert pots (pcs)	42	63	105	221
	cheese or Iberian cured meat board (g)	840	1260	2100	4400
	drinks (water, soft drink, beer or wine) (units)	63	95	158	330
Lunch or buffet	bite-size starters (croquettes, Spanish omelette, skewers) (pcs)	63	95	158	330
	salad (g)	2100	3150	5250	11000
	main course (meat, fish or a vegetarian alternative) (g)	3150	4725	7875	16500
	sides (rice, potatoes, vegetables) (g)	2520	3780	6300	13201
	bread (g)	840	1260	2100	4400
	individual dessert (pc)	21	32	53	111
	drinks (water, soft drink, beer or wine) (units)	63	95	158	330