Coffee Cart Catering Prices: What You Should Know for Your Next Event
If you’re planning an upcoming event, there’s no doubt you’re finding ways to make it something everyone will remember. One thing you might be considering is a mobile coffee cart. We don’t blame you—coffee carts immediately make any event better. The trained baristas. The delicious coffee. The fun menu. The seamless setup and teardown. It doesn’t get better than that.
But at the end of the day, you need to factor in how much it all costs. Yes, coffee carts look amazing and deliver a truly unique experience, but how much does it cost to hire one? From the hidden fees like travel costs to significant factors such as how many guests are at your event, several elements impact how much it costs to hire a coffee cart.
In this blog, we will break down the prices of coffee cart catering. We’ll detail the top factors that affect the cost and how you can cut costs and still hire a cart for your event.
Continue reading if you're looking to hire a coffee cart that won’t break the bank.
How Much Does it Cost to Hire a Coffee Cart?
Determining coffee catering prices isn’t very straightforward. The cost can range from $250 for a small self-serve coffee station to over $3,500 for an all-inclusive coffee cart for an event with 300 people.
The most important thing to consider when budgeting for a coffee cart is what will be included in your package. Several coffee carts offer different package options, from simple drip coffee that they set up and leave for you to an entire cart with trained baristas and espresso-based drinks.
Apart from the type of package, other elements affect how much it costs to hire a coffee cart:
Location of Event
Guest Count
Duration of Event
Menu
Service Fee
Generator Rental
Let’s take a closer look to learn how these factors would impact the cost of hiring a mobile coffee cart.
7 Factors that Influence Coffee Catering Prices
Type of Package
Every coffee cart offers different packages, each with its own price. Some packages are more basic and cost-effective, while others include more features and require a higher upfront cost.
We can’t speak for everyone—but here are the most common types of packages, and what we offer at Inicio’s coffee cart:
Self-Serve is usually a carafe of drip coffee and cups, potentially along with cold brew, milk, sugar, and other additives (according to your preferences). The catering crew will come, set up, and tear down the station, but they won’t be there to serve the guests or make any drinks. It’s simple and an excellent option for budget-conscious events. Self-serve coffee packages usually start around $250 if your event is within a 10-mile range of the cart’s “headquarters.” However, this number can vary significantly depending on the number of people you’d like to serve coffee to.
Basic Espresso Cart provides a coffee cart that comes to you, complete with baristas and a customizable drink menu. The coffee caterers will set up and tear down, make drinks, and deliver them in a timely manner. What makes this different is that your guests pay for their own drinks, not you covering them. You will need to pay an initial fee for the coffee cart to be present. A basic cart can start at around $500 if you’re within 10 miles of the cart’s headquarters for 2 hours of service and a 150-person event.
All-Inclusive Cart involves the same as the basic, but you pay for every drink served to your guests. If you have an event of 50 people, you’ll probably pay full price for each drink. However, if you have more people, some coffee carts, like ours at Inicio, offer discounts per drink. An all-inclusive cart could start at $1,250 for an event with 100 people.
Coffee cart catering packages are highly customizable, making it difficult to assign a specific price tag unless you request a quote. But it’s safe to say that the more basic the cart is, the less you’ll pay.
If you have a really tight budget, don’t expect to be able to pay for an all-inclusive cart for a 200-person event. Fortunately, many coffee carts are willing to work with your budget and create a customized option that’s within your means. Don’t hesitate to reach out to them to determine how to make a coffee cart work for your event and budget.
2. Location of Event
Although coffee carts are mobile, they are usually stored somewhere or at a brick-and-mortar shop, and every event requires the baristas to pack up the cart and travel to the event’s location. These travel fees are an essential factor in coffee catering prices, but many people overlook them since coffee carts are mobile.
If your event is located at a great distance from the coffee cart or in a remote, hard-to-reach area, the cost to hire a coffee cart is likely to be higher. However, if you’re in a larger city or a venue that’s close to the coffee cart, your bill will often be smaller. Additionally, in places like LA or NYC, you’re likely to pay more due to the cost of gas in those cities. Consider these factors if you want to hire a coffee cart while staying cost-effective.
The travel fees for a coffee cart are usually included in the service fee (more on that later), so don’t be surprised to see a costly number there if you’re far from the cart’s headquarters.
3. Guest Count
Let’s say you’re hosting a brand activation and expecting about 300 people to come. Your larger event will cost significantly more than a coffee cart for a baby shower with 50 people, especially if you’re covering the cost of all the drinks.
For example, an all-inclusive coffee cart for 50 people can cost between $750 and $1,000, while events for 300 people can range from $3,500 to $5,000 or more, depending on the location, event duration, and other factors.
It’s common for coffee carts, like ours at Inicio Coffee, to factor in that not everyone will drink coffee at your event. For instance, we may charge you based on an estimate that 250–275 drinks will be served during the event, rather than the full 300, to ensure you don’t waste money on drinks that aren’t used. Our final invoice is determined by the actual amount of drinks made rather than based on the estimate.
Additionally, investing in an all-inclusive coffee cart may offer discounts on drinks for every guest you invite. For instance, at Inicio’s all-inclusive coffee cart, we charge:
Full price per drink up to 50 drinks
10% off 50–100 drinks
20% off 101–150 drinks
30% off 151+ drinks
Although you will pay more for larger groups, you could get a discounted rate. Nonetheless, the bigger the event you host, the higher the coffee catering prices will be. The same applies to self-service carts, as you’ll be paying for a greater quantity of drip coffee, cups, and other additives.
4. Duration of Event
For basic and all-inclusive coffee cart packages, the duration of your event will affect the price. This is because you’re paying for trained, professional baristas to serve your guests. The longer they are there making drinks, the more they will charge you for it.
Even if you have a small event of 70 people, but want the coffee cart to stay for 5 hours, expect to pay more for that extended serving time. On the other hand, if you only need the coffee cart for an hour, you’ll pay a lot less to hire a coffee cart.
To determine an exact price, please note that it depends on several other factors in addition to the duration of your event. Generally, for a 2-hour event hosting 150 people, a basic coffee cart (where guests pay for their own drinks) will likely cost between $500 and $800. Factor in the cost of drinks if you want an all-inclusive cart for the same duration.
5. Menu
The variety of menu options also plays a significant role in determining coffee catering prices. Mobile espresso bars can customize the menu to your preferences, including specific flavored lattes, alternative milks, specialized non-coffee drinks, and even pastries.
For many, this is a major benefit of hiring a coffee cart. Want a drink named after you? You’ve got it (which most coffee carts won’t charge for). Want your favorite pastry served at your wedding? Some coffee caterers can get it done.
However, it’s essential to note that the more you customize the menu or add to it, the steeper the price tag may be for hiring a coffee cart. That’s because you’re paying for more supplies and the additional space and time required to transport those items to your venue. It’s not always like this since it solely depends on what you’re adding to the menu. If you want to customize a drink by its name, you probably won’t be charged for that. On the other hand, adding pastries or more flavored drinks could slightly increase the price.
Oftentimes, coffee carts, like Inicio’s, will work with your budget and recommend what can be included in your menu based on what’s within your means. Don’t hesitate to ask us or any other coffee cart you hire for a customizable menu and how it would impact costs.
6. Service Fee
Several factors we’ve mentioned are included in the service fee and can impact the cost of hiring a coffee cart.
Here are a few common things added to a coffee cart’s service fee:
Travel fees to get to your venue and back to the cart’s headquarters
Staff, who are the baristas serving the drinks
Equipment maintenance for requested items, like the espresso machine and grinder
Service and logistics, like setup, breakdown, and cleanup time
Additional items can be included in the service fee, such as late fees for short-notice events, the duration of your event, and more, depending on the cart you hire.
The most essential thing to know is that you’re not just paying for the drinks at a coffee cart. The service fee is proof that you’re investing in an experience, for yourself and your guests. You’re paying for professional baristas, a customized experience, and more.
7. Generator Rental
Renting a generator is often a hidden fee you might not think about. For outdoor events or venues with limited power access, you may need to rent a generator, which can cost around $100–$300 per day, depending on the amount of power required and the duration of use.
Coffee Cart Catering: Is it Worth the Price?
After looking at these factors that impact coffee catering prices, you may wonder if it’s all worth it. Yes, it can be expensive if you invest in an all-inclusive coffee cart, but what are you really paying for?
Here’s what you’re really getting for the cost of a coffee cart:
Trained Baristas & Specialty Coffee: Do you ever wish you could just have a barista on demand to make your favorite drink right at that moment? That’s what you get with a coffee cart. You pay for the best of the best to make drinks for you using premium, specialty beans. At a coffee cart, you don’t have to lift a finger. You just visit the cart, and they do the work for you. The baristas at coffee carts are friendly, professionally trained, and passionate about their work.
Seamless Setup & Teardown: When you hire a coffee cart, you’re also paying for the convenience of it. You don’t have to go to a local coffee shop and order the coffee to bring to an event. They show up for you, set up, keep the space clean, and tear down when it’s time, leaving your space just how they found it. A high-quality coffee cart operates like a well-oiled machine—seamless setup, effortless teardown, and all you notice is great coffee.
Uplevelled Guest Experience: Paying for a coffee cart also means investing in an elevated event. Your guests are treated to specialty coffee, 5-star service, and, if you pay for their drinks, it’s at no cost to them.
An Opportunity to Support a Greater Cause: Not all coffee carts support a bigger mission, but Inicio’s coffee cart does. With every cup we make, you’re supporting anti-trafficking in LA and around the world. If you want to plan a stellar event and feel good about the businesses you’re supporting, consider hiring a coffee cart with a mission behind what they do, such as Inicio’s.
If you’re ready to invest in a coffee cart and believe it’s a worthwhile step, but your budget’s smaller, don’t worry. You can still have a mobile coffee cart—just with a few adjustments to make it more affordable.
How to Cut Costs When Hiring a Coffee Cart
Choose a simpler package.
If you have a tight budget, opt for a package that matches it. A self-serve package is usually the cheapest option if you’re okay with simple drip coffee. If you want espresso-based drinks, go with the basic cart and have your guests pay for their own. Most of the time, having a coffee cart at an event is cool enough that they won’t mind paying to purchase a drink.
If you really want an all-inclusive package, there are other ways to lower the price, such as inviting fewer people or finding an espresso cart closest to you.
2. Serve for a shorter time.
Don’t have the coffee cart serve for 4+ hours if you can’t afford it. It’s better to have them there for a shorter amount of time than not to have them at all. Inform your guests that you’ve hired a mobile espresso bar, but please note that it will only be open for a limited period.
Please note that some coffee carts have a minimum service time requirement, such as a 2-hour limit. Even if you can shorten the serving time by 30 minutes, it can greatly impact the coffee catering price.
3. Go with an easy menu.
It’s tempting to go all out with your menu. You may want to add pastries, offer multiple syrups, or include specialty drinks like chai or matcha. However, if you’re looking to cut costs, the menu is one of the most significant factors to consider.
Having a simple menu, including classics like lattes and cappuccinos, along with a few flavors, can still satisfy your guests and fit within your budget. Even with a more straightforward menu, you still receive professional baristas, a seamless experience, and specialty, high-end coffee.
Hiring a Coffee Cart for Your Event in Los Angeles
If you want to determine how much it will be to hire a coffee cart for an upcoming event, you’ll need to ask the following:
What package do I want (self-serve, basic, or all-inclusive)?
Where is my event at, and is there a nearby coffee cart?
How many people will attend?
How long would I like the coffee cart to serve?
What kind of customizations do I want to add to the menu?
Do I need a generator?
Knowing the answers to these can help you determine how much your budget should be. If you still don’t know how much it will cost, that’s very normal. Every coffee cart is different. It’s best to reach out for a quote to get a personal price for your event.
If you have an event coming up in Los Angeles County, Inicio Coffee Cart Catering in LA delivers customized experiences for you. By investing in our coffee cart, you’re not only supporting a polished event but also contributing to a greater cause: ending human trafficking.
Create a memorable event with Inicio Coffee Cart Catering—fill out our booking form to receive a customized quote.