Coffee break budget per person: a step-by-step calculation with tables by headcount

An HR officer or office admin who has to propose a break budget usually hears the same question from the approver: "How much per head?" This page answers it for the coffee break budget per person with plain multiplication, using the only three real BreakHub prices, ฿42, ฿70 and ฿85 a box, so you can drop the figures straight into an approval request.

Every figure on this page is a simple product and excludes delivery. Delivery depends on your address, and we do not have a fixed table for it.

How much should you budget per person for a coffee break?

The budget per person with BreakHub runs from ฿42 to ฿85 a box, depending on the set, before delivery. ฿42 is the Value Set, with one classic pastry and a 100 ml cup of drinking water. ฿70 is the Recommend Set, with two premium pastries and no drink. ฿85 is the Best Seller Set, with two premium pastries and a 180 ml orange juice drink.

The per-head figure you put in front of an approver should usually be more than the box price. Add room for delivery. If you set ฿50 per head, the Value Set at ฿42 leaves ฿8 per head for delivery. If you set ฿80 per head, the Recommend Set at ฿70 leaves ฿10. Padding the figure this way keeps the final total inside what was approved.

Set	Price per box	What is inside	Suits which budget
Value Set	฿42	1 classic pastry, 100 ml cup of drinking water	Tight per-head budget, short meetings, large groups
Recommend Set	฿70	2 premium pastries, no drink	Offices that already have water or coffee
Best Seller Set	฿85	2 premium pastries, 180 ml orange juice drink	Executives, guests, events that want everything in one box

How do you calculate a coffee break budget step by step?

You can calculate a coffee break budget in five steps using only multiplication and addition, with no formula to learn. First work out how many people will actually eat, then pick a set and multiply by the number of breaks.

1. Count the people you expect, then add 5 to 10 percent for latecomers or the organising team. For example, 90 registered with 10% extra makes 99, which you can round to 100 boxes.
2. Check that the count is at least 50 boxes, because that is the order minimum. If it is lower, combine events or ask the team.
3. Choose ฿42, ฿70 or ฿85 according to what the break does for the event.
4. Multiply: boxes × set price × number of breaks.
5. Add the delivery fee the team quotes, then divide by the headcount again to get the real per-head figure.

Try the break budget calculator to compare several headcounts side by side. For how to pad the box count to match the people who actually come, read how many snack boxes to order.

What does a break cost for 50 to 200 people?

This table is headcount times set price, for one break and for two. Figures are in baht and exclude delivery, which is charged by real distance. For example, a meeting of 100 with one morning break on the Recommend Set is 100 × ฿70 = ฿7,000.

People	Value Set ฿42		Recommend Set ฿70		Best Seller Set ฿85
	1 break	2 breaks	1 break	2 breaks	1 break	2 breaks
50	2,100	4,200	3,500	7,000	4,250	8,500
80	3,360	6,720	5,600	11,200	6,800	13,600
100	4,200	8,400	7,000	14,000	8,500	17,000
150	6,300	12,600	10,500	21,000	12,750	25,500
200	8,400	16,800	14,000	28,000	17,000	34,000

Delivery is not in this table. The team gives you a figure for your address before you confirm. For the thinking behind it, see the snack box delivery fee guide.

How many coffee breaks does a meeting day need?

Most full-day meetings use 2 breaks, one in the morning and one in the afternoon, while a half-day event is fine with one. The budget moves directly with the number of breaks, because each break is a new box per person. If the budget does not stretch to two breaks, put a lighter set in the morning.

A worked example: a full-day seminar for 100 people where the afternoon break matters more than the morning one. Use the Value Set at ฿42 in the morning and the Best Seller Set at ฿85 in the afternoon: (100 × ฿42) + (100 × ฿85) = ฿4,200 + ฿8,500 = ฿12,700 before delivery. That is ฿4,300 less than the Best Seller Set for both breaks, which is ฿17,000.

Read next: how to split morning and afternoon breaks explains which break suits which kind of set.

How should delivery fit into the per-head budget?

BreakHub delivery is separate from the box price and charged by real distance, so there is no fixed figure to enter in advance. The safe approach is to build room into the per-head budget now, rather than waiting for the fee and then hunting for extra money.

For example, an approver gives ฿5,000 for one break for 100 people. The Value Set uses ฿4,200, leaving ฿800 for delivery. If the team quotes more than ฿800, you do not have to switch sets at once. Try merging several drop-off points into one, or merging two breaks into a single delivery that your coordinator hands out.

What are your options if the per-head budget falls short?

If the per-head budget is below ฿42, BreakHub has no cheaper set, so the fix lies in adjusting the number of boxes, and we do not shrink what is in the box to hit a price. What works is counting only the people who will eat, cutting from two breaks to one, using a lower-priced set for one break and a higher one for the other, or asking for a slightly larger budget with a short reason.

• 35 baht per head or less: see break snacks on a 30 to 40 baht budget, which shows the gap for each headcount.
• Around 50 baht per head: see the 50 baht snack box guide for how much the Value Set leaves for delivery.
• 100 baht per head and up: see the 100 baht snack box guide and the plan for 100 people.

If you want the team to build a set around your budget, message them on LINE with the headcount and total budget. They can put a set together within the existing menu, for example by mixing pastries, up to 20 pieces of any one kind per order, or by swapping the drink in each box.

Which set suits which budget?

Choose the set by the job the break does at the event, not by budget alone. If the break is just a pause and guests need something small and water, the Value Set at ฿42 is enough. For an executive meeting or an event where guests care about the refreshments, the Recommend Set or Best Seller Set fits better.

The Recommend Set at ฿70 has no drink in the box, so it suits an office that already has coffee, tea or water. The Best Seller Set at ฿85 has orange juice in the box, so you do not need a separate drinks station, which cuts work for the admin on the day. For an overview of choosing sets for company meetings, read company meeting break catering.

What to know before budgeting with BreakHub

Know BreakHub's limits before you write figures into an approval request. The minimum is 50 boxes per order, so a smaller event must combine its needs or ask the team. The only prices are ฿42, ฿70 and ฿85 a box, with no in-between price and no cheaper set. Delivery is separate. We deliver in Bangkok and the surrounding provinces and confirm each address, so we do not promise to cover every area.

• Lead time: we recommend ordering at least 2 days ahead. Rush requests are handled case by case and only for some pastries. See the rush order page.
• Payment: payment in full is due before delivery day.
• Reducing boxes: you can reduce the count with at least 48 hours' notice before delivery, and after that the original quantity stands, so be careful with padding when you set the budget.
• Food allergies: we do not guarantee any set is safe for people with food allergies. If an attendee has one, tell the team and check the menu before you confirm.

One thing that is often forgotten once the budget is set is timing. If the morning break starts at 9:00, plan for the boxes to arrive 30 to 60 minutes earlier. If you have two breaks, tell the team whether they should arrive in one delivery or two, because it affects the fee.

Summary

The coffee break budget per person with BreakHub is ฿42, ฿70 or ฿85 a box, multiplied by headcount and number of breaks, plus a delivery fee charged by real distance. The common example of 100 people with one break is ฿4,200 on the Value Set, ฿7,000 on the Recommend Set and ฿8,500 on the Best Seller Set. The minimum is 50 boxes, and we suggest ordering at least 2 days ahead.

Once you have the headcount and a total budget, send them through the quote request form or press the LINE order button on a set page. The team will quote delivery and confirm the menu before you pay.