Catering Calculator
Plan the perfect amount of food for your catered event. Get accurate quantities for protein, sides, appetizers, and desserts based on your guest count, meal type, and service style.
Catering Calculator
Plan food quantities for your event
Total Food Per Person
14 oz
6 oz protein + 8 oz sides
19 lbs
11 lbs
12 lbs
8 lbs
Food Breakdown
6 oz per person cooked weight
For vegetarian guests
Cooked weight
Mix of seasonal vegetables
Including dressing
6 pieces per person per hour
1.5 pieces per person
1 serving per person
Dietary Counts
Caterer Order Guide
Order 10-15% extra for presentation
Account for cooking expansion
Fresh weight is ~25% more
Mix of 3-4 varieties
Include butter portions
Mini portions allow variety
- -For buffet, set up two lines if more than 75 guests
- -Place popular items in the middle of the buffet line
- -Always confirm final guest count 48-72 hours before the event
- -Order 10% extra for unexpected guests or seconds
How to Use This Calculator
Enter your guest count and event duration. Longer events may need additional snacks or refreshments.
Select your meal type based on the occasion. Appetizers-only is great for cocktail parties, while heavy meals are appropriate for celebrations where guests expect a substantial feast.
Choose your service style. Buffet requires more food due to presentation and seconds, while plated service offers precise portion control.
Adjust dietary restrictions percentages based on your guest list. When in doubt, add extra vegetarian options - they're often enjoyed by everyone.
Understanding Your Results
The per-person amounts show recommended portions based on industry standards. These account for typical appetite levels and service style waste.
The caterer order guide provides rounded quantities suitable for ordering from caterers or grocery stores. It includes buffer amounts for your service style.
Dietary counts help you plan separate dishes for guests with restrictions. Some overlap may occur (vegetarian who is also gluten-free).
Frequently Asked Questions
How much food per person for a buffet?
Plan for 1 to 1.25 pounds of food per adult for a full meal buffet. This includes about 6oz of protein, 4-5oz of starch, 4oz of vegetables, and 2-3oz of salad. Add 15% extra for buffet-style service to account for waste and presentation.
How many appetizers per person before dinner?
For a cocktail hour before a meal, plan 6-8 appetizer pieces per person for the first hour. For an appetizers-only event, plan 12-15 pieces per person per hour. Variety is key - offer 4-6 different types.
What is the 50/25/25 catering rule?
A common catering guideline: 50% of your food should be starches and grains, 25% protein, and 25% vegetables. This creates balanced portions and helps control costs since starches are typically less expensive than proteins.
How do I calculate food for dietary restrictions?
A safe estimate is 10-15% vegetarian, 5% vegan, and 5% gluten-free. Always ask on your RSVP. Prepare these portions separately and label them clearly. Many dietary-restricted options can work for multiple restrictions.
How much dessert should I order?
Plan 1 dessert serving per person plus 10% extra. If offering multiple dessert options, total portions should still equal guest count plus buffer. Mini desserts allow guests to sample multiple options.
What is the difference between plated and buffet quantities?
Plated service requires about 5% extra food for kitchen mistakes. Buffet requires 15-20% extra for presentation, seconds, and waste. Plated gives you portion control while buffet offers more flexibility.
How far in advance should I order catering?
Book your caterer 2-3 months in advance for large events. Finalize your menu 2-3 weeks before. Provide final guest count 48-72 hours before the event. Most caterers charge for the guaranteed count regardless of attendance.
How much bread/rolls should I order?
Plan 1.5 rolls per person for a seated dinner. For a buffet with bread station, plan 2 rolls per person. Include butter portions - about 1 tablespoon (1 pat) per person.
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