Catering Quantity Calculator
Work out how much food and drink to order from your head count, event type and hours, with a safety margin
The small box is the amount per person in the first hour; leave it empty to use the planning amount shown inside it.
If it were all wine, that is about 27 bottles (five glasses each).
About Catering Quantity Calculator
Works out how much food and drink to order for an event from the number of people, the type of event and how long it lasts. It uses common planning amounts per person, adds a safety margin, and rounds up.
Choose the type of event, enter the number of people (or take it from your guest list) and the hours. Change any per-person amount that does not fit your crowd, then copy the order list or download it as a CSV.
Planning amounts are a starting point. Ask your caterer for their own portions, and order the special meals from your guest list separately from the general count.
- Where do the amounts per person come from?
- They are common planning amounts for each type of event, for example one main course per person at a seated meal and six canapés in the first hour of a standing reception. They are a starting point, so change any of them in the small box beside the item.
- What does the extra percentage do?
- It adds a margin on top of every line to cover seconds, late guests and spills, and the result is rounded up. Set it to 0 if your caterer already adds their own.
- Can it use my guest list?
- Yes. Press the link under People to take the confirmed guests and their plus-ones from your project. Special meals from the guest list (vegetarian, halal, gluten-free and so on) are listed below the order so you can tell the caterer.
- How are drinks counted?
- Water, soft drinks and coffee are counted for everyone and grow with each extra hour. Alcohol is counted only for the share of guests you say drink it, and shown as drinks with an estimate in bottles.
- Is my guest list uploaded?
- No. Everything is worked out in your browser, and the project is erased when you close the tab unless you save the project file.
How to use Catering Quantity Calculator
Pick the type of event, enter the people and hours, and set the extra margin. Each line shows how much to order. Change the per-person amount for any line, then copy the list or download a CSV for your caterer or supplier.
When to use it
Use it when you are planning food and drink for a dinner, buffet, standing reception, coffee break or drinks evening and need a number to start from before asking for quotes.
When not to use it
It is not a recipe scaler and does not price anything. Your caterer's own portion sizes and minimum orders come first.
Tips for best results
Round up for outdoor events in hot weather, and round up the water. Order the special meals first, then fill the rest of the count.
Limitations
Amounts are general planning figures and ignore cuisine, season, age of guests and whether people eat before arriving. Alcohol is shown in drinks, not by type.
Privacy
Quantities are worked out in your browser. Nothing is uploaded or kept, and the project is erased when you close the page unless you save the project file.
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