Wedding Catering in Canada: Per-Person Pricing, Service Charges and Taxes

Wedding catering in Canada is quoted per person, but the price you pay includes more than the menu: a mandatory service charge, sales tax on both the food and that charge, and sometimes venue fees, staffing and rentals. Under CRA rules, a mandatory service charge is part of the taxable price, so in Ontario 13% HST applies to it; a voluntary tip is not taxed. At one Toronto museum, food, alcohol and staffing from its caterers also carry a 15% venue fee. Together, these can add a third or more to the menu price, so always ask for a sample invoice with every line shown.

Plated, buffet, family style and stations

No format is always cheapest. A buffet saves servers but needs more food so the last table is not left with scraps; plated service needs more staff but controls portions. Ask caterers to quote the same menu in two formats so you can compare.

Service charges versus gratuities

A service charge is a fee the caterer or venue adds to every bill, often a percentage of food and drink. The CRA treats a mandatory service charge or gratuity as part of the price of the supply, so GST or HST applies to it. A voluntary tip you choose to give is not part of the taxable price. Ask what the service charge pays for: some caterers pass it to staff, others keep it as revenue. If it does not go to staff, you may want to budget a separate tip.

HST and GST on top

Tax applies to the menu price and the mandatory service charge. Venue fees on catering, such as the Gardiner Museum's 15% venue landmark fee, add to the bill too; ask how tax applies to them.

Late-night food

Late-night snacks are common and can be cheaper per guest than another course, since not every guest stays or eats. Caterers may price late-night by the person or by the piece, and some venues count it toward the minimum spend. Order for the number expected to stay, not the full guest list, and ask whether it can be added later once your count firms up.

Dietary needs and allergies

Ask about dietary needs on the RSVP. Health Canada lists the most common food allergens as peanuts, tree nuts, sesame seeds, milk, eggs, fish, crustaceans and molluscs, soy, wheat and triticale, sulphites and mustard. Give the caterer a list by guest and table, ask how they prevent cross-contact, and make sure servers know which plates are which. Vegetarian, vegan, halal, kosher and gluten-free meals may cost more or less than the main menu; ask.

Food safety at buffets

Health Canada advises refrigerating perishable food within two hours and throwing out food left at room temperature longer. A buffet should have a set service window and hot and cold holding, and leftovers should only be packed up if they have been kept safely. Ask the caterer whether they allow leftovers to be taken home and how they package them.

Tastings, counts and changes

Many caterers offer a tasting once you book or pay a deposit; ask whether it is free, how many people can attend and whether it is credited against your bill. Lock the menu early enough to avoid price changes, and ask whether the quote is guaranteed or subject to increases for food costs before the date. Ask when the final guest count is due and whether, after that date, you pay for the number you confirmed even if fewer guests arrive. Track RSVPs closely, follow up with guests who have not replied, and give a realistic count rather than an optimistic one.

Children's meals, vendor meals and guests with dietary needs are often priced separately. Put each group on a separate line in your guest spreadsheet so the counts you give the caterer are accurate.

Quote checklist

• Per-person menu price and what it includes (courses, bread, coffee, cake cutting).
• Service charge percentage and whether it goes to staff.
• Sales tax on food and service charge.
• Venue fees on catering.
• Staffing: servers, bartenders, chefs, and any overtime rates.
• Rentals: dishes, glassware, linens, tables if not supplied by the venue.
• Children's and vendor meal prices.
• Final count deadline and minimum guarantees.
• Deposit, payment schedule and cancellation terms.

Example with made-up inputs

These numbers are an example with made-up inputs. A caterer quotes $95 per person for 100 guests: $9,500. A mandatory 18% service charge adds $1,710, for $11,210. Ontario HST at 13% on that is $1,457.30, so the total is $12,667.30, or $126.67 per guest. Vendor meals for six at $40, $240 plus service charge and tax, add $320.02, bringing the total to $12,987.32. The final per-guest figure for 100 guests is about $129.87, about 37% above the $95 menu price.

Steps

1. Set a per-guest food budget including service and tax.
2. Get quotes in the same format from two or three caterers.
3. Ask for sample invoices with every line.
4. Collect dietary needs with RSVPs.
5. Confirm the final count by the deadline.
6. Budget a tip if the service charge does not go to staff.

Common mistakes

• Comparing menu prices without service charges and tax.
• Assuming a service charge is a tip for staff.
• Forgetting vendor and children's meals.
• Ordering late-night food for every guest.
• Missing the final-count deadline.

Related: 2027 wedding budget and catering versus potluck.