Food & drink quantity calculator

Using the calculator step by step

Enter the confirmed guest count, not the invitation list. Then set the event length from the moment food service starts, not from the time on the invitation, and choose the service style your caterer will use. The most important question is whether the event replaces a meal. A reception from six to nine in the evening does, and guests will arrive hungry; a reception from two to four in the afternoon does not. Getting that answer right changes quantities more than any other setting.

What the numbers mean

The results show what to order, not what each guest eats. Canapé counts assume a mix of items, with heavier pieces later in the evening. Protein and sides are given in kilograms of prepared food for buffets, stations and family-style service; for plated dinners the caterer will plan by the plate, so use the protein figure as a check rather than an order. Water and soft drink volumes include ice and the tendency of guests to take a fresh glass rather than refill. Coffee assumes most, but not all, guests will take a cup with dessert.

The assumptions behind it

The ratios are the ones caterers commonly use for adult guests at social and corporate events. Adjust them for your crowd. Teenagers and active outdoor events eat more; long seated programs with speeches eat less per hour. Alcohol is handled separately in the bar and alcohol calculator. The calculator does not account for dietary restrictions, so ask for dietary needs on the RSVP and confirm separate counts with the caterer; the dietary codes entry explains how these are usually marked on place cards and BEOs.

Common mistakes and timing

The most common mistake is ordering a light reception for an event that runs through dinner time. The second is forgetting staff, performers and vendors, who usually need a meal if they are on site for more than a few hours; check what their contracts require. Use the calculator when you first approach caterers, so you can compare quotes on the same basis, and again when final numbers are due, often seven to fourteen days before the event. The Academy lesson on catering styles and dietary planning covers the conversation with your caterer in more detail.