Guest & Catering Calculator
Plan your event catering with estimates for food, beverages, staffing, and total cost per guest.
Meal Type
Service Level
Options
Estimated Cost Per Guest
$134
Servers Needed
5
Bartenders
2
Drinks Needed
300
Dietary Meals
15
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How to Use This Calculator
Enter your guest count and event duration. These drive all the staffing and quantity calculations.
Select your meal type (breakfast through cocktail reception) and service level (basic, standard, premium) to set base pricing.
Configure options like open bar, dietary restriction percentage, and server-to-guest ratio. The calculator provides staffing needs and full cost breakdown including service charges.
Frequently Asked Questions
How many servers do I need per guest?
For plated meals, plan 1 server per 15-20 guests. Buffet service needs 1 per 25-30 guests. Cocktail events with passed appetizers need 1 per 20-25 guests.
What percentage of guests have dietary restrictions?
Industry data suggests 15-20% of guests may have dietary preferences or restrictions. This includes vegetarian, vegan, gluten-free, and allergy considerations.
How many drinks per person should I plan for?
For a 4-hour event, plan 2-3 drinks per person for dinner service and 4-5 drinks per person for cocktail receptions. Adjust based on your event type and audience.
How do I account for no-shows in my catering order?
Typically, 10-20% of RSVPs don't attend. For corporate events, plan for 85-90% attendance. For social events like weddings, expect 90-95%. Confirm final counts with your caterer 48-72 hours before the event and negotiate flexibility for last-minute adjustments.
What is the ideal ratio of appetizers to guests?
For cocktail hour before a meal, plan 4-6 pieces per person over one hour. For a reception-only event, increase to 10-12 pieces per person over 2-3 hours. Offer a variety of 4-6 different appetizer types for events over 50 guests.
Why Use This Calculator
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Estimate costs by meal type
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Calculate staffing requirements
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Account for dietary restrictions
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See full cost breakdown with service charges
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