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Catering Calculator
Estimate food quantities, staff count, and the total bill (with service charge, tax, and gratuity) for any catered event.
Total cost estimate
Enter the guest count, hours of service, your catering style, and the quoted per-person cost. The calculator returns appetizer pieces, ounces of protein, ounces of sides, desserts, beverages, and the staff count you'd need — plus a realistic total cost that adds the typical 18% service charge, 8% tax, and 10% gratuity on top of the per-head price.
Catering styles and what they include
Cocktail / passed apps: 8 pieces per person + 2 per extra hour, light dessert. Needs 1 server per 25 guests for service to keep up with replenishment.
Buffet: 3 appetizer pieces, 7 oz protein, 10 oz sides (2 × 5), 1.25 dessert. 1 server per 20 for replenishment, drink service, and bus.
Plated dinner: 2 appetizer pieces, 6 oz protein, 8 oz sides (2 × 4), 1 dessert. 1 server per 12 — the highest service ratio.
BBQ / family-style: 8 oz protein (3-meat split), 15 oz sides (3 × 5), 1 dessert. 1 server per 30 because guests serve themselves.
Brunch: 2 pieces of pastry, 5 oz protein, 6 oz sides, 0.75 dessert. 1 server per 20.
How the cost estimate is built
Subtotal = guests × per-person cost. The slider is what your caterer quotes you per head, usually pre-tax.
Service charge = 18% of subtotal. This is the most common rate; some caterers charge 20–22%. It is not gratuity.
Tax = 8% of (subtotal + service charge). State sales tax averages 6–9% — adjust if you know your local rate.
Gratuity = 10% of subtotal. Standard for the on-site staff (servers, bartenders, captain).
Total = subtotal + service charge + tax + gratuity. Real all-in cost is often 36–42% above the headline per-head quote.
Questions to ask before signing a catering contract
What exactly is included in the per-head price? Linens, plates, glassware, flatware, chafing dishes? China usually costs 4–8/head extra.
What's the service charge percentage, and what does it cover? Some include rentals and breakdown; others don't.
Is gratuity automatic or expected separately? You don't want to tip twice.
What's the deposit and cancellation policy? 50% non-refundable 60 days out is typical.
Who is the on-site captain and have they done events at our venue? Venue familiarity dramatically reduces day-of issues.
What happens to leftovers? Health code rules vary by state — get the answer in writing.
Frequently asked questions
How much does catering cost per person?
Highly dependent on style and market. Rough US ranges: drop-off / disposable plates $15–30, BBQ buffet $25–45, plated lunch $35–55, hot buffet dinner $55–90, plated dinner $75–150, high-end plated $150–300+. Quotes are usually pre-tax and pre-service-charge.
What's the difference between a service charge and gratuity?
The service charge (commonly 18–22%) is a fee the caterer keeps to cover labor and overhead — it is not a tip. Gratuity is what you choose to give the on-site team (typically 10–20% of food cost). Tax is calculated on the subtotal plus the service charge in most US states.
How many servers do I need?
For passed appetizers / cocktails: 1 server per 25 guests. Buffet: 1 per 20. Plated dinner: 1 per 12. BBQ-style help-yourself: 1 per 30. Add 1 bartender per 50 guests for a full bar, plus a captain (lead) for events over 75 people.
Should I pick buffet or plated for 100 guests?
Plated is more formal and timed (your meal finishes when the kitchen lets you), but costs more per head because of staff and china rentals. Buffet is cheaper, faster to set up, and lets guests choose — but uses 15–20% more food because of self-serve seconds.
How much food per person for a buffet?
Slightly more than plated: ~7 oz cooked protein, ~10 oz sides total (4–5 oz × 2 sides), 1.25 dessert servings. People take 'a little of everything,' so you actually use more food than a plated dinner — even though the per-head cost can be lower.
What about BBQ catering — how much meat?
For a 3-meat BBQ (brisket, pulled pork, chicken), plan on ~8 oz cooked total per adult, spread across the three. Add 3 sides at ~5 oz each. Always order an extra pan of the most-popular protein — usually brisket — for the seconds rush.
Do I need to add a kids' price?
Most caterers offer a 50% price for kids 4–12 and free for under 4. Confirm before signing. Use 0.7× adult quantities for kid food planning.
How early should I book a caterer?
6–9 months out for weddings or any 100+ guest event in a competitive market. 4–8 weeks is feasible for smaller corporate / private events with simpler menus. Tasting is usually included for 50+ guest events.
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