Catering Calculator
Food and drink quantities for a party or event: main dish, sides, bread, dessert, drinks and ice for the number of guests, at portion sizes you set, adjusted for a longer event.
Result…
How it's calculated
Time factor = 1 + max(0, event hours − base hours) × extra % per hour ÷ 100 Main dish = guests × portion × (time factor if applied to food) × (1 + extra % ÷ 100) Sides = guests × number of sides × portion per side × the same factors Bread, dessert, drinks = guests × per guest × factors, rounded up · drinks volume = servings × serving size 1 lb = 16 oz = 453.59237 g · 1 US gal = 128 US fl oz = 3.785411784 L
Multiplies the number of guests by the portion you set for each part of the menu, then adds two optional adjustments: an extra percentage for each hour the event runs beyond the length your portions are for (applied to drinks and ice, or to everything), and a buffer for seconds and surprises. Weights come out in kilograms or pounds, drinks in servings and litres or US gallons, and counted items are rounded up. The starting portions are only examples to show the format: set them from your menu, your caterer's advice and what you know of your guests.
Your numbers, step by step
About the Catering calculator
This catering calculator turns a guest count into a shopping list: the main dish, side dishes, bread, dessert, drinks and ice for a party, wedding or work event. You set every portion per guest, in grams or ounces, servings and millilitres or US fluid ounces, and the calculator multiplies by the number of guests. The starting portions are only rule-of-thumb examples to show the format, not facts about how much people eat, so change them to suit your menu and crowd. For a long event, add a percentage for each hour beyond the length your portions are meant for, on drinks and ice or on everything, plus an optional buffer for seconds. Weights come out in kilograms or pounds, drinks in servings and litres or US gallons, and counted items are rounded up.
How to use it
- Pick the “Units”, then enter the “Guests” and the “Event length”.
- Set “Portions below are for an event of” and the “Extra for each hour beyond that”, and choose what to “Apply the extra hours to”.
- Enter the “Main dish per guest”, the “Number of side dishes” and “Each side per guest”.
- Set the bread, dessert, “Drinks per guest”, “Drink serving size” and “Ice per guest”.
- Add any “Extra for seconds and surprises” and read the list.
Worked example
80 guests at a 5-hour event, with portions set for 3 hours and 10% extra for each hour beyond that on drinks and ice: 1 + 2 × 10% = × 1.2. Main dish: 80 × 150 g = 12 kg (26.5 lb). Three sides at 100 g each: 80 × 3 × 100 g = 24 kg (52.9 lb). Bread: 80 × 1.5 = 120 rolls; dessert 80 servings. Drinks: 80 × 4 × 1.2 = 384 servings of 250 mL = 96 L (25.4 US gal). Ice: 80 × 0.5 kg × 1.2 = 48 kg (105.8 lb).
Updated
Questions people ask
How do I calculate how much food to make for a party?
Decide a portion per guest for each dish, then multiply by the number of guests. Add a little for seconds, and more if the event runs long or the meal is the main draw.
How much meat per person should I plan for?
There is no single right figure: it depends on the menu, the number of sides, the time of day and your guests. Set the “Main dish per guest” from your recipe, your caterer or past events.
How many drinks do guests have at an event?
It varies with the length, the weather and the crowd. Enter your own drinks per guest, and use the extra per hour to scale it for a longer event.
What is a common mistake when planning catering?
Counting only the main dish and forgetting that several sides each need their own portion. Enter the number of sides and the portion of each, and the total weight shows how much that adds.
How do I turn the list into a budget?
Price each item from your supplier and add them up; the recipe cost calculator prices dishes from ingredients, and the wedding budget calculator fits catering into a wider budget.
What does this catering estimate leave out?
It does not know your guests' appetites, dietary needs or allergies, and it gives no food-safety advice. For a large event, check the quantities with a caterer and follow local food-safety guidance.