Calculators
Per-head Catering Cost Calculator
Calculate catering cost and price per guest from food, staffing, rentals and service charges, with total event quote.
- Runs in your browser
- Nothing uploaded
The tool
Enter your numbers below. Results update as you type, and nothing leaves your browser.
Everything you enter stays on your own machine. Nothing is sent to us or to anyone else, which you can confirm in your browser network tab.
What people use it for
- Quoting weddings and corporate events
- Comparing caterer quotes
- Event budgeting
- Setting minimum guest counts
About this tool
What the Per-head Catering Cost Calculator does
Catering is usually quoted per head. The price covers food and drink cost, staff time, equipment rentals, a service charge and margin. Building it from these parts shows whether a per-head price is profitable and what the client will pay in total.
Formula
- Cost = guests × (food + drinks) + staff × hours × rate + rentals
- Price = cost ÷ (1 − margin)
- Quote = price × (1 + service charge) × (1 + tax)
Worked example
Using the starting values in the calculator above:
| Input | Value |
|---|---|
| Guests | 120 |
| Food cost per guest | $14.00 |
| Non-alcoholic drinks per guest | $3.00 |
| Staff | 8 |
| Hours per staff member | 7 |
| Staff cost per hour | $22.00 |
| Rentals (linens, tableware) | $900 |
| Target margin | 35% |
| Service charge | 18% |
| Sales tax | 8% |
| Result | Value |
|---|---|
| Price per guest (before service and tax) | $53.49 |
| Total quote with service and tax | $8,180 |
| All-in cost per guest to the client | $68.16 |
| Your cost per guest | $34.77 |
| Total cost | $4,172 |
How to read the result
Make clear whether the service charge is a gratuity for staff or a house fee; rules on how it must be handled differ.
Small events have higher per-head costs because staffing and rentals are spread over fewer guests.
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Questions
Questions about this tool
The things clients actually want to know — costs, timelines, ownership and what happens after launch.
By totalling food, staff, rentals and margin, then dividing by the number of guests.
Often 18% to 25% of the food and drink total.
Not always; check the contract to see whether it goes to staff.
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