Free planning tool
Event Catering Calculator
Know exactly what to order
Get precise food and drink quantities for any event size — no guesswork, no waste. Works for weddings, parties, and corporate events.
🍽 Use the calculator🍽Food & drink quantities
👥Works for any guest count
⚡Instant results
🆕Zero waste planning
Home › Plan Your Event › Event Catering Calculator
How it works
3 steps to your catering estimate
Enter your event details below for instant per-head quantities.
01
🎉
Choose your event type
Meal service style changes quantities significantly — sit-down dinner vs buffet vs cocktails.
02
👥
Enter your guest count
The calculator scales all food and drink quantities automatically per guest.
03
🍽
Get exact quantities
Receive a full breakdown — starters, mains, drinks, and desserts for your event.
Eventory Calculator
Plan Your Event Catering in Minutes
Estimate catering cost, food portions, drinks, dessert needs, and recommended servers for weddings, birthdays, corporate events, baby showers, and private parties.
Pro catering tips
Order the right amount
🍽
Always over-cater by 5–10%
Running out of food is the worst outcome. Budget a small overage — leftovers are far better than shortfalls.
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Account for dietary restrictions
Plan for 10–15% of guests to have dietary restrictions. Confirm with your caterer 2 weeks before the event.
🍻
Drinks go faster than food
Allow 2–3 glasses of wine per person for a 3-hour event. Increase by 30% for evening receptions.
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Confirm final numbers 2 weeks out
Give your caterer a final headcount 14 days before the event to avoid last-minute cost surprises.
Catering questions
Event catering FAQ
How much food do I need per person at an event?+
For a sit-down dinner: 150–200g of protein, 100g of starch, 80g of vegetables per person. For a buffet, increase by 20% as guests tend to serve larger portions. Use the calculator above for a full breakdown.
How many drinks per person for a 3-hour event?+
As a guide: 2–3 glasses of wine, 1–2 beers, and 1 cocktail per person for a 3-hour event. Non-alcoholic options should always be available — plan for 500ml of soft drink or water per guest.
What is the difference between buffet and plated catering costs?+
Plated service typically costs 20–30% more per head than buffet due to additional staff. However, buffets require 15–20% more food quantity. Use our budget calculator to compare total costs.
How far in advance should I confirm catering numbers?+
Give your caterer a preliminary number when booking (6–12 months out) and a guaranteed final headcount 14 days before the event. Most caterers allow a 5% reduction on the guaranteed number.
What are common catering mistakes to avoid?+
Underestimating quantities (always add 5–10% buffer), forgetting dietary requirements, not confirming service times, skipping a tasting, and neglecting to factor in the cost of rental equipment like linens and chafing dishes.
From the blog
Catering guides
📚
🎁 Eventory guide — $4.99
From Zero to Fabulous
Beginner-friendly event planning guide — weddings, parties & luxury events.