Wedding Catering Calculator
Calculate food and drink quantities for your wedding reception by guest count and style. Enter values for instant results with step-by-step formulas.
Reviewed for accuracy by Daniel Agrici, Founder & Lead Developer
Wedding Catering Calculator
Calculator
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Formula: Grand Total = (Food + Drinks) x Guests + Staff Costs + Service Charge + Tax
Worked example — Grand Total: ~$21,812 | Per person: ~$182 (all-in)
Formula
Grand Total = (Food + Drinks) x Guests + Staff Costs + Service Charge + Tax
Wedding catering costs are calculated by multiplying per-person food costs (base price plus additional courses) and drink costs by guest count, then adding staffing costs (based on service style ratios), a 20% service charge, and 8% tax. Plated dinners require more staff (1:10 ratio) than buffets (1:20).
Worked Examples
Example 1: 120-Guest Plated Wedding Dinner
Problem:120 guests, plated 3-course dinner with open bar.
Solution:Food per person: $55 + (2 extra courses x $15) = $85 Drink per person: $35 (open bar) Food total: 120 x $85 = $10,200 Drink total: 120 x $35 = $4,200 Staff: 12 servers + 3 bartenders = $3,150 Service charge (20%): $2,880 Tax (8%): $1,382 Grand total: $21,812
Result:Grand Total: ~$21,812 | Per person: ~$182 (all-in)
Frequently Asked Questions
How much does wedding catering cost per person?
Wedding catering typically costs $70-$150 per person for a full dinner with drinks. A plated dinner runs $70-$120 per person, buffet-style $50-$90, and food stations $65-$110. Open bar adds $35-$75 per person, limited bar (beer/wine) adds $20-$35, and cash bar costs only $5-$10 per person for setup. These costs vary significantly by location — major cities like New York or LA can be 50-100% higher than rural areas. Service charges (18-22%) and tax add another 25-30% to the base costs.
Is plated or buffet cheaper for a wedding?
Buffet service is typically 20-30% cheaper than plated dinner per person because it requires fewer servers and simpler logistics. However, buffets can lead to higher food waste and require more food to keep displays full. Food stations fall between the two in cost. Plated dinners are more elegant and allow better portion control. For large weddings (200+ guests), buffet savings become more significant. For smaller intimate weddings (under 75 guests), plated service is often comparable in cost and provides a more upscale experience.
How many servers do I need for my wedding?
The staffing ratio depends on service style: Plated dinner needs 1 server per 10 guests, buffet needs 1 per 20 guests, and food stations need 1 per 15 guests. Additionally, plan for 1 bartender per 50 guests for an open bar (1 per 75 for beer/wine only). For a 150-guest plated dinner with open bar, you'd need approximately 15 servers and 3 bartenders. A wedding coordinator/captain is also recommended for events over 100 guests. More staff ensures smoother service but increases costs.
What is included in the service charge for catering?
The service charge (typically 18-22% of the food and beverage total) covers the catering company's operational costs including staff wages, equipment rental, setup and breakdown, linen service, and coordination. This is different from a gratuity/tip. Some venues include the service charge in their per-person price, while others add it separately. Always clarify whether the service charge goes to the staff as a tip or to the company. A separate gratuity of $50-$100 for the catering captain and $20-$50 per server is customary.
References
Reviewed for accuracy by Daniel Agrici, Founder & Lead Developer · Editorial policy
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