Catering Quantity Calculator
Calculate how much food and drink you need for any event, from a backyard cookout to a wedding reception.
I planned the food for a graduation party for about 250 people and used per-person guidelines like these. The math kept us from both running out and wasting a small mountain of food. Having concrete numbers before you shop removes the anxiety guesswork.
Plan for slightly more than you think you need, running out of food at a party is memorable in the wrong way. A 10% buffer is cheap compared to the alternative.
The per-person approach
Professional caterers plan from per-person consumption estimates refined over thousands of events. The numbers here come from those same industry benchmarks. Men typically eat 10–20% more than women; teenagers often eat more than adults; outdoor events in warm weather tend toward lighter eating; evening events after work tend toward heavier eating. The estimates shown are averages across a typical mixed crowd.
Protein quantities
For a main meal: plan 6 oz of cooked protein per person for a buffet with side dishes. For a BBQ where protein is the main attraction, increase to 8 oz. For a cocktail party or appetizer-only event, 3–4 oz of various proteins across appetizers is typical. Account for bone-in vs boneless weight, a rack of ribs yields roughly 40% edible meat after cooking.
The 1/3 rule for buffets
For buffets with multiple protein options, plan for each person to take portions from each station, but not full portions of everything. A buffet with chicken, beef, and fish: plan for each protein to serve about 2/3 of guests rather than all of them. More variety means less of each is needed. Starchy sides (pasta, potatoes, rice) are typically consumed at higher rates than vegetable sides.
Beverage planning
For non-alcoholic events: plan 2–3 drinks per person per hour for the first two hours, then 1–2 per hour after. A standard drink is 8–12 oz. For events with alcohol: typically 1 drink per person per hour is the planning standard, with about 35% of guests opting for non-alcoholic beverages. Have more non-alcoholic options than you think, these are frequently underestimated.
Frequently asked questions
How much does catering cost per person?
Self-catered events (buying and preparing your own food) typically run $15–25 per person for a full meal. Professional catering for a buffet runs $35–75 per person. Plated sit-down dinners from a catering company run $75–200+ per person including service staff. The food cost alone for self-catered events is typically 35–40% of the professional catering price.
How far in advance should I order?
For large events, place orders for specialty items 2–4 weeks in advance. Rental equipment (chafing dishes, serving ware) should be reserved 4–6 weeks out. For simple grocery-based events, 3–5 days is sufficient for most items. Confirm headcount as close to the event as possible, most estimates drift 10–15% from initial RSVP counts.
What's the biggest catering mistake?
Underestimating how much people drink, especially at multi-hour events. Beverage costs are frequently 30–40% of total event food and beverage cost. Running out of ice, cups, or non-alcoholic options is more disruptive than running short on a side dish. Over-prepare beverages before anything else.