Catering Calculator
Planning an event and need to estimate catering costs? This calculator helps you determine total catering expenses and food quantities based on your guest count, event type, service style, and budget. Get accurate estimates for food costs, alcohol, service fees, and quantities needed to ensure your event is perfectly catered.
Total number of guests expected
Length of your event in hours
How much should I budget per person for catering?
Catering costs vary widely: Budget options run $15-25 per person for simple buffets, moderate catering costs $25-45 per person, upscale events range from $45-75 per person, and luxury catering can exceed $150 per person. These prices typically include food, basic service, and disposables but may not include alcohol, rentals, or gratuity.
What's included in the service fee?
The service fee (typically 18-22% of food and beverage costs) covers staff wages, setup, breakdown, serving staff, bartenders, and coordination. This is different from gratuity, which is an additional optional tip for exceptional service, usually 15-20% on top of the service fee.
How do I choose between buffet and plated service?
Buffet service is typically 15-20% less expensive, allows guests to control portions, and requires less staff. Plated service provides portion control, feels more formal, ensures everyone gets served simultaneously, but costs more due to additional staff needs. Choose buffet for casual events and plated for formal occasions.
How much food should I order to avoid running out?
Our calculator includes standard portions based on event type. As a rule, always order 10% extra to account for larger appetites, unexpected guests, or vendor shortages. For buffet service, plan for 15% extra since guests tend to take larger portions when self-serving.
Should I provide an open bar or cash bar?
Open bars cost $15-40+ per person depending on drink selection but are considered more hospitable and eliminate guest confusion. Cash bars save money but can feel less welcoming. Consider a middle ground: open bar for beer/wine only ($15-20/person) with cash available for premium spirits.