Catering Quantity Calculator

Calculate food and beverage quantities needed for catering events based on guest count and menu

Event Details

Number of Guests

Event Duration (hours)

Event Type

Service Style

Guest Demographics (optional)

Adults (%)

Teens 13-17 (%)

Children under 12 (%)

Menu Selections

Catering Planning Guidelines

Planning the right amount of food for an event is a balancing act: too little leaves guests hungry, while too much leads to waste and higher costs. Industry standards from the National Restaurant Association and professional catering organizations provide per-person estimates that account for event type, duration, and service style. These guidelines serve as a reliable starting point for events of any size.

Standard Per-Person Portions

Appetizers: 6-8 pieces per person for a pre-dinner hour; 12-15 pieces if appetizers are the entire meal
Main Course (meat/protein): 6-8 oz (170-225 g) per person for plated; 8-10 oz (225-285 g) for buffet
Side Dishes: 4-5 oz (115-140 g) per person per side; serve at least 2 sides
Salad: 1-1.5 oz (30-45 g) of greens per person for a side salad
Bread/Rolls: 1.5-2 pieces per person
Dessert: 1 serving per person plus 10-15% extra

Beverage Planning Guide

Non-Alcoholic

Water: 8 oz per person per hour
Soft drinks: 1-2 servings per person
Coffee: 1-2 cups per person
Tea: plan for ~30% of guests
Juice: 4-6 oz per person

Wine

1 bottle serves ~5 glasses (5 oz each)
Plan 1 glass per person first hour
0.5 glass per person each additional hour
Split: ~60% white, 40% red (warm weather) or ~40% white, 60% red (cold weather)

Beer & Spirits

Beer: 2 drinks first hour, 1 per additional hour
12 oz per serving (1 can or bottle)
Spirits: 1-1.5 oz per cocktail
Plan ~1 liter per 12-15 cocktails

Tips by Event Type

Weddings & Formal Events

Plan for 100% attendance (95% actually show up)
Include a cocktail hour with 4-6 appetizer varieties
Plan 1 hour for cocktails, 1 hour for dinner, 2+ hours for reception
Budget 10-15% overage for food and 20% for beverages

Corporate Events

Expect 85-90% attendance rate
Always provide vegetarian and gluten-free options
Coffee and water are essential throughout
Shorter events need 20-30% less food overall

Casual Parties & BBQs

Guests eat 20-30% more at buffets than plated meals
Offer 3-4 main options to account for preferences
Increase drink quantities by 20% for outdoor summer events
Always have extra condiments, sauces, and napkins

Cocktail Receptions

Plan 10-12 appetizer pieces per person for a 2-hour event
Add 3-4 pieces per person for each additional hour
Offer at least 4-6 different appetizer varieties
Increase beverage estimates by 25% vs. dinner events

References

The portion guidelines and catering standards used in this calculator are based on industry best practices from reputable sources:

Note: This calculator provides estimates based on industry-standard catering guidelines. Actual quantities may vary depending on your specific guest preferences, dietary restrictions, time of day, season, and venue. It is recommended to add a 10-15% buffer for food and 15-20% for beverages to account for variability. For large or high-stakes events, consult with a professional catering company for tailored planning.

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