How to Calculate Catering Costs Per Employee for...

Last reviewed: April 2026. Data current as of this date.

Introduction

The average cost for corporate catering in Metro Vancouver ranges from $18 to $25 per person for a standard lunch, with significant variation based on menu type and service level^[1]. For office managers and team leads, understanding this cost per employee is not just about feeding people, it is about managing a budget line item that can quickly spiral without clear guidelines. In a city where the cost of living and business operations are high, getting catering right impacts both your finances and team morale.

This guide provides a practical framework for calculating and controlling your office catering expenses. We will move beyond generic estimates and give you the specific formulas, vendor examples, and hidden fees you need to plan accurately. Whether you are ordering for a weekly team lunch, a quarterly all-hands meeting, or a client presentation, the principles of cost per employee remain the same.

You will learn how location within Metro Vancouver changes pricing, how to account for the growing demand for dietary-specific meals, and how to avoid common budget pitfalls. We will also look at a real-world case study for a mid-sized team. For more on specific vendors, see our list of Vancouver catering companies that handle large office orders.

Quick Answer

What is the Catering Cost Per Employee for a Vancouver Office?

For a standard office lunch in Vancouver in 2026, expect to budget between $15 and $45 per employee, with $18 to $25 being the most common range.

This wide range exists because the final price is a formula: Base Food Cost + Service/Delivery Fees + Tax + Gratuity. A simple drop-off order of sandwiches from a local cafe might hit the $15-$18 per person mark. A fully serviced, plated lunch with multiple courses from a dedicated catering company for a client meeting can easily reach $40-$45 per person.

For example, a drop-off order of 20 boxed lunches from Freshii (locations across downtown and Broadway) typically costs $14-$17 per person, including a main, side, and cookie. In contrast, a buffet lunch for 20 from The Kitchen by Wolfgang Puck at the Fairmont Pacific Rim (1038 Canada Pl, Vancouver) starts around $32 per person for items like roasted chicken, seasonal salads, and desserts, plus delivery and service charges. The key is defining "standard" for your office culture. A tech startup in Mount Pleasant might cycle through affordable options like Saj & Co.'s manakeesh (multiple locations, ~$12-$16 per person), while a law firm in downtown's financial district may have a higher budget for restaurants like Homer Street Cafe (898 Homer St, Vancouver) where catering menus start at $28 per head.

The Standard Vancouver Office Catering Cost Formula

To move from a guess to an accurate budget, you need to understand the standard pricing formula used by most Vancouver caterers and restaurants. The cost per employee is rarely a single, all-inclusive number on a menu. It is built from several components that you must add together.

The core formula is: (Base Food Price x Number of People) + Delivery Fee + Service Charge + GST/PST = Total Cost. Then, divide the Total Cost by the Number of People for your true cost per employee. The base food price is what you see on a menu, like "$22 per person" for a buffet. However, a $22 per person buffet can become $30+ per person once all other fees are applied. Delivery fees in Vancouver often range from $25 to $75, depending on distance and order size. Service charges, sometimes called "staffing" or "setup" fees, can be a flat rate ($50-$150) or a percentage of the food total (15-20%).

These charges are typically taxable.

How Base Food Pricing Works

Base food pricing is usually presented as a cost per person (PP). There are three main structures:

• Buffet Style: The most common for offices. A set price PP for access to a spread (e.g. $24 PP for two proteins, three sides, salads, bread). Example: Piggy Bank Catering (Kitsilano) offers a "Classic Buffet" starting at $21 PP.
• Boxed/Lunch Box: Individual pre-packed meals. Prices are fixed per box (e.g. $16.50 per box). Example: The Storm Cafe offers delivered lunch boxes with sandwiches, salads, and snacks, with prices listed per box, simplifying per-person cost calculation.
• Plated/Staffed Service: A higher price PP for served meals, often with multiple courses. This includes staffing costs in the base price more directly.

Applying the Formula: A Real Example

Let's calculate the true cost for a 25-person buffet order from a hypothetical downtown caterer.

• Base Food Price: $24 per person x 25 people = $600
• Delivery Fee: $45 (to a downtown office)
• Service Charge: 18% of food total = $108
• Subtotal: $753
• GST (5%) + PST (7%) on the entire subtotal: $90.36
• Total Cost: $843.36
• True Cost Per Employee: $843.36 / 25 = $33.73

This is nearly $10 more per person than the advertised $24 base price.

Strategies to Simplify and Control Costs

To avoid surprise fees, always ask for an all-inclusive quote or a detailed breakdown before confirming. Some companies, like My Great Pumpkin, offer corporate meal subscriptions with all fees included in a clear per-person weekly rate, which simplifies budgeting. For one-off orders, consider pickup instead of delivery to save the delivery fee. Also, ask if the service charge is mandatory for a simple drop-off order. For more on structured services, read our review of the best corporate catering service in Vancouver.

Summary: The true catering cost per employee in Vancouver is calculated by adding a base food price, a delivery fee (typically $25-$75), and a service charge (15-20%) before tax. A $24 per person buffet can easily cost over $33 per person after fees and taxes. Always request an all-inclusive quote to see the final price. Using a subscription service can lock in a predictable per-person rate.

How Downtown vs. Suburban Office Locations Affect Catering Pricing

Your office's postal code directly impacts your catering cost per employee. Downtown Vancouver core (V6C, V7Y), with its high rents and congestion, commands premium pricing and fees. Suburban business parks in Burnaby, Richmond, or Surrey often have more competitive rates, but may face higher minimum orders or delivery fees from city-based caterers.

Caterers factor travel time, parking costs, and congestion charges into their delivery fees. A delivery to a downtown tower with limited loading dock access and expensive parking will cost more than a delivery to a ground-floor office in Burnaby with free parking. Some downtown caterers have a minimum order amount (e.g. $300) to justify the trip, while others add a "downtown premium" of $10-$25 to their standard delivery fee.

Downtown Vancouver (Coal Harbour, Yaletown, Financial District)

Expect the highest base prices and fees. Caterers here are often high-end restaurants or specialized services. Forage (1300 Robson St, Vancouver) focuses on local ingredients, with catering menus starting around $35 PP. Minami (1118 Mainland St, Vancouver) offers premium Japanese catering, with bento boxes starting at $30+ PP. Delivery fees are almost always at the top of the range ($50-$75), and parking challenges can sometimes lead to additional "wait time" charges if unloading is difficult.

Central Neighborhoods (Mount Pleasant, Kitsilano, Fairview)

This is a sweet spot for value and variety. Many popular, well-priced caterers operate here. Las Tortas (Multiple locations) offers massive, shareable tortas and packages for around $15-$18 PP. Downlow Chicken Shack (905 Commercial Dr, Vancouver) does group orders of their famous chicken sandwiches and fries for ~$20 PP. Delivery fees to these areas from local kitchens are lower, often $25-$40.

Suburban Business Hubs (Burnaby Metrotown, Richmond Bridgeport, Surrey Central)

You have two options: order from a Vancouver caterer (paying a higher delivery fee) or source locally. Local sourcing can be a major cost saver. In Burnaby, Pho 99 (Multiple locations) offers large takeout orders of pho and vermicelli bowls for $12-$16 PP. In Richmond, HK BBQ Master (4651 No. 3 Rd, Richmond) is a legendary option for group orders of roast meats and rice, costing about $14-$18 PP. The delivery fee from these local spots is often minimal or negotiable for large orders.

The Pickup Advantage

If your office has a vehicle and staff able to pick up, you can eliminate delivery fees entirely. This is most feasible in suburban areas with easy drive-through or parking. A monthly "lunch run" to a favorite spot like Uncle Fatih's Pizza (Multiple locations) for $5-$8 per slice can be a major budget win.

Summary: Downtown Vancouver offices pay a premium, with catering base prices often starting above $30 per person and delivery fees reaching $

75. Offices in central neighborhoods like Mount Pleasant find the best balance of quality and cost. Suburban offices can reduce costs by sourcing from local restaurants, with per-person prices as low as $12-$
76. Pickup is the most effective way to eliminate delivery fees.

Budgeting for Dietary Restrictions (Gluten-Free, Vegan, Halal)

In today's Vancouver offices, a standard catering order must account for dietary restrictions. The cost per employee must include a plan for gluten-free, vegan, vegetarian, dairy-free, halal, and other dietary needs. Failing to do so leaves team members unable to participate and can create a negative experience. Accommodating these needs does impact your budget, but strategically.

The most common method is to order a percentage of "special meals" based on your team's known requirements. A general rule for a diverse Vancouver office is to budget for 10-15% of meals to be vegan/vegetarian and 5-10% for gluten-free or other specific needs^[2]. These specialty meals often cost $2-$5 more per person than the standard meal. Some caterers, however, build inclusive options into their main spread at no extra charge.

Sourcing Vegan and Vegetarian Options

Vancouver has excellent plant-forward caterers. Chickpea (multiple locations) offers Mediterranean platters where many items are naturally vegan (hummus, falafel, salads), with catering around $18-$22 PP. MeeT in Gastown (12 Water St, Vancouver) is a fully vegan restaurant with catering menus (like mac 'n' cheese or burgers) starting at $17 PP. For a mixed order, many standard caterers now offer a "vegan protein swap" (e.g. tofu instead of chicken) for a small upcharge.

Handling Gluten-Free and Allergen-Safe Requests

This requires more careful coordination. Cross-contamination is a serious concern. It is often safer and more cost-effective to order a few dedicated gluten-free meals from a specialist rather than trying to make an entire buffet gluten-free. Gluten Free Epicurean (1669 Johnston St, Vancouver) offers dedicated GF catering and baked goods. When ordering from a regular caterer, always ask about their preparation protocols. Expect a $3-$6 premium for a dedicated GF meal.

Finding Halal and Kosher Catering

For halal catering, you need to seek out certified providers. Zarak by Afghan Kitchen (2105 Main St, Vancouver) offers halal Afghan cuisine for catering. Noorbanu Fine Indian Cuisine (7568 6th St, Burnaby) is another halal-certified option. Kosher catering is more specialized and limited in Vancouver; Omnitsky Kosher (5866 Cambie St, Vancouver) is a primary source. These meals often align with standard pricing ($20-$35 PP) but have fewer vendor options.

The Inclusive Buffet Strategy

To control costs and simplify logistics, choose a cuisine or buffet style that is inherently inclusive. Build-your-own taco bars (with corn tortillas), rice/noodle bowls with separate protein toppings, or Mediterranean mezze platters naturally offer options for various diets without requiring separate, costly special meals. This approach, as recommended by the BC Restaurant and Foodservices Association, can keep your per-person cost predictable.

Summary: Budget for 10-15% of meals to be vegan/vegetarian and 5-10% for gluten-free, adding $2-$5 per person for each special meal. For efficiency, choose inherently inclusive cuisines like build-your-own bowl bars or Mediterranean spreads. For strict halal or kosher needs, seek certified caterers like Zarak or Omnitsky Kosher. Inclusive planning prevents last-minute expensive solutions.

Hidden Costs: Delivery Fees, Setup, and Minimum Orders

The advertised "per person" price is a starting point. The true catering cost per employee for your Vancouver office is determined by the additional line items that are easy to overlook. These hidden costs can add 25% or more to your total bill.

Delivery fees are the most obvious add-on, but their structure varies. Some caterers charge a flat fee within a zone, while others charge by distance or order value. Downtown deliveries often incur the highest fees. some caterers charge an additional "fuel surcharge" (2-4%), especially for longer trips to the suburbs. Always confirm the delivery fee and what it includes (e.g. does it include setup, or just drop-off at the reception desk?).

Service Charges and Staffing Fees

This is a major cost driver. A "service charge" (typically 15-20%) is often automatically added for orders over a certain amount or for any order labeled as "catering" versus "takeout." This fee may cover the cost of packaging, disposable ware (plates, cutlery, napkins), and basic setup. If you require on-site staff to manage the buffet, replenish food, or serve, this incurs a separate "staffing fee," which can be $35-$50 per hour per staff member, with a minimum number of hours. For a simple drop-off, you can often request the service charge be waived.

Minimum Order Amounts

Many caterers, especially popular ones, have a minimum order amount for delivery. This can range from $150 for a local deli to $500+ for a high-end downtown caterer. If your office is small, you may be forced to order more food than needed to meet the minimum, artificially increasing your cost per person. The solution is to look for caterers with lower minimums, combine orders with a neighboring office, or opt for pickup.

Cost of Disposables and Extras

If the service charge doesn't cover it, you may need to budget for plates, napkins, cutlery, and serving utensils. Purchasing these yourself from a wholesale store can be cheaper than the caterer's per-person charge for premium compostables. Also, remember beverages. Providing coffee, soft drinks, or bottled water can add $3-$7 per person. Some offices use a separate service like Bean Around The World office coffee or provide canned drinks from Costco to manage this cost separately.

How to Mitigate Hidden Costs

1. Ask for an All-Inclusive Quote: "What is the final total, all fees and taxes included, for X people?"
2. Clarify Service Charge: "Is the 18% service charge mandatory for a drop-off order where we handle setup?"
3. Consider Pickup: For orders under 20 people, assigning a team member to pick up can save the delivery and service fees.
4. Bundle Events: If you have regular meetings, some caterers offer discounted rates for standing weekly orders.
5. Use Budgeting Tools: For overall financial planning, use our free income tax calculator to understand net business income, and our rent affordability calculator to contextualize operational costs like catering against fixed expenses.

Summary: Hidden costs like delivery fees ($25-$75), mandatory service charges (15-20%), and minimum order amounts ($150-$500) can increase your per-person cost by 25% or more. Always request an all-inclusive final quote. To save money, ask if service charges can be waived for simple drop-offs, consider pickup for small orders, and source beverages separately. These fees are negotiable with clear communication.

Case Study: Sample Budget for a 50-Person Tech Team in Burnaby

Let's apply everything we've learned to a real-world scenario. A tech company in the Burnaby Metrotown area (like near Production Way) is hosting a quarterly all-hands lunch for 50 employees. The goal is a satisfying, convenient meal that accommodates dietary needs without exceeding a strict budget.

**Step

1: Define Needs & Constraints.** The team has 5 vegetarians, 3 vegans, and 2 gluten-free requirements. The office has a large kitchenette with tables for buffet setup. They want minimal disruption, so a single drop-off time is preferred. Budget is a key concern.

**Step

2: Explore Catering Options & Get Quotes.** They consider three paths:

• Option A (Local Restaurant): Shawarma Palace on Kingsway. Offers mixed platters of rice, salad, and choice of meat (or falafel). Quote: $16.50 per person. Includes plates, cutlery. $25 delivery fee to Metrotown. No mandatory service charge for drop-off. Vegan/GF options available (falafel, salad) at same price.
• Option B (Specialty Caterer): A Vancouver-based sandwich and salad caterer. Quote: $19 per person for a boxed lunch. $45 delivery fee to Burnaby. 15% service charge applied. Vegan/GF boxes are $22 each.
• Option C (Meal Subscription Service): My Great Pumpkin, a B2B corporate meal service. They deliver individual ready-to-eat meals. For a one-time event, they quote a flat per-person rate of $21.50, all fees and taxes included. Meals are cold, designed to be reheated in-office microwaves. Wide dietary filter options.

**Step

3: Calculate True Cost Per Employee.**

| Option | Base Food Cost (50 ppl) | Special Meals Upcharge | Delivery Fee | Service Charge (15%) | Subtotal | Tax (12%) | Total Cost | Cost Per Person | | A: Shawarma Palace | $825.00 (50 x $16.50) | $0 (included) | $25.00 | $0.00 (waived) | $850.00 | $102.00 | $952.00 | $19.04 | | B: Specialty Caterer | $950.00 (50 x $19) | $30 (10 special x $3) | $45.00 | $142.50 (15% of $950) | $1,167.50 | $140.10 | $1,307.60 | $26.15 | | C: Meal Service | $1,075.00 (50 x $21.50) | $0 (included) | $0 (included) | $0 (included) | $1,075.00 | $129.00 | $1,204.00 | $24.08 |

**Step

4: Make the Decision.** Option A (Shawarma Palace) provides the lowest cost per person at $19.04, with hot food ready to eat immediately and minimal fees. It wins on budget and simplicity. Option C provides more individual choice and dietary clarity but at a higher cost and requires reheating. Option B is the most expensive due to stacked fees.

Key Takeaways for Your Office:

1. Local restaurants often provide the best value with transparent, low fees.
2. Always calculate the all-in cost per person, not just the base food price.
3. Waiving service charges for simple drop-off is a powerful cost saver.
4. For teams that value individual choice and have complex dietary needs, a flat-rate service like Option C can be worth the premium for its predictability. This mirrors the convenience some seek in personal meal prep services.

Summary: For a 50-person tech office in Burnaby, a local restaurant like Shawarma Palace can provide a full catering drop-off for under $20 per person all-in, by avoiding mandatory service charges. A full-service caterer quoting $19 per person actually costs over $26 per person after fees. The most cost-effective strategy is sourcing locally and negotiating fee waivers for simple drop-off service.

Key Takeaway

The true catering cost per employee for a Vancouver office in 2026 is $15-$45, with $18-$25 being the standard range for a buffet lunch. This final price must include base food, delivery fees ($25-$75), and service charges (15-20%). To control costs, source from local restaurants in your business district, request all-inclusive quotes, and consider pickup to eliminate fees. Always budget an extra 10-15% for special dietary meals.

Frequently Asked Questions

What is the average cost to cater lunch for 20 people in Vancouver?

For 20 people, expect to pay between $350 and $700 total, or $17.50 to $35 per person. A drop-off sandwich platter from Trees Organic might cost around $350 ($17.50 pp), while a served buffet from a downtown caterer could reach $700 ($35 pp). The final cost depends entirely on menu choice and service level. Always factor in a minimum $25 delivery fee and potential service charge.

Are tips expected on top of catering service charges in Vancouver?

This is a common point of confusion. A mandatory "service charge" (usually 15-20%) is often added by the caterer; this is not a gratuity for the staff. It's a fee for the service of catering itself. An additional tip for the delivery or setup crew is appreciated but not always expected, especially if a large service charge was already paid. If you received exceptional service, a tip of 5-10% of the food total is a generous gesture. Check your contract to see if gratuity is already included.

Which Vancouver caterers are best for large offices (100+ employees)?

Large orders require caterers with kitchen scale and logistics experience. Save-On-Foods catering (multiple locations) is a reliable, cost-effective option for large groups, with prices starting around $14-$18 per person for sandwich platters and hot food pans. Piggy Bank Catering in Kitsilano is known for handling large corporate events. For Asian cuisine, Dynasty Seafood Restaurant (4331 Dominion St, Burnaby) can accommodate large orders. We have a dedicated list of companies that specialize in handling large office orders in Vancouver.

How can I reduce catering costs for my small office (under 10 people)?

Small offices are often hit hardest by minimum order fees. Your best strategies are: 1) Pickup instead of delivery from a nearby restaurant. 2) Order from fast-casual chains with group bundles, like Mucho Burrito or Freshii, which have packages for 6-10 people. 3) Use food delivery apps like Uber Eats or DoorDash with a group order feature, though this adds app fees. 4) Consider a corporate meal subscription that delivers individual meals, which can be cost-comparable for small teams.

What are good affordable catering options for a Vancouver office under $15 per person?

To hit under $15 per person all-in, focus on pickup from high-volume, affordable cuisines. Uncle Fatih's Pizza (multiple locations) is a classic, at ~$5-$8 per slice. Costco takeout trays (like their famous chicken bake or salad platters) are budget-friendly. Vietnamese sub shops like Banh Mi Saigon (multiple locations) can provide sandwiches for $6-$8 each. Chinese comfort food from spots like Congee Noodle House (141 E Broadway, Vancouver) offers large portions of congee and noodles at a low per-person cost, perfect for a rainy day.

How far in advance do I need to book office catering in Vancouver?

For a standard weekday lunch from a restaurant or popular caterer, a minimum of 48 hours is advised. For larger orders (50+), specialty diets, or Friday orders (the most popular day), aim for 3-5 business days. For high-end caterers or during the busy holiday season (November-December), book 1-2 weeks in advance. Last-minute orders are possible but will severely limit your choices and may incur rush fees.

Do I need a permit to have catering delivered to my Vancouver office building?

Generally, no permit is needed for a standard food delivery. However, many downtown office towers have specific loading dock protocols and require you to book a delivery time slot in advance with building management. You must also inform your front desk/reception. If you are planning a large event with multiple caterers or external guests in a common area, check with your building manager about any specific rules or insurance requirements.

References

[1] Statistics Canada, "Census Profile: Vancouver Census Metropolitan Area, 2021." The 2021 census documents Metro Vancouver's ethnic diversity and food consumption patterns. https://www12.statcan.gc.ca/census-recensement/2021/dp-pd/prof/index.cfm

[2] City of Vancouver, "Vancouver Food Strategy," 2023. The city's long-term plan for a healthy, sustainable food system. https://vancouver.ca/people-programs/vancouvers-food-strategy.aspx

[3] Destination Vancouver, "Vancouver Restaurants and Dining," 2026. Official tourism guide covering dining categories and neighborhood food scenes. https://www.destinationvancouver.com/restaurants/

[4] Daily Hive Vancouver, "Food Section," 2026. Local news coverage of Vancouver restaurant openings, closures, and food trends. https://dailyhive.com/vancouver/food

[5] Vancouver Sun, "Food and Dining," 2026. Coverage of Metro Vancouver's restaurant scene and food culture. https://vancouversun.com/tag/restaurants/

[6] Georgia Straight, "Food and Drink," 2026. Independent coverage of Vancouver's food, drink, and restaurant scene since 1967. https://www.straight.com/food