Wedding Catering Budget per Guest Calculator

How to use this calculator

1. Enter the project or event values using consistent units.
2. Adjust assumptions to match your scope, vendor quote, or venue plan.
3. Select Calculate and review both the main result and supporting figures.

Formula

Subtotal = guests × (food + beverage per guest) + fixed fees. Total = subtotal × (1 + service rate) × (1 + tax rate) × (1 + contingency rate).

What the result means

The main result is a planning estimate based on your inputs. Supporting figures show the intermediate values so you can identify which assumptions have the largest effect.

Planning tool only. Verify contractual, code, occupancy, pricing, tax, and safety requirements with the appropriate professional or authority.

Example calculation

For 120 guests at $75 food and $30 beverage per person, plus $1,800 fixed fees, 20% service, 8.5% tax, and 5% contingency, the all-in cost is about $164.05 per guest.

Tips for better results

• Confirm whether the contract applies tax to service charges and gratuity; billing rules vary.
• Include vendor meals and children's meals if the caterer charges for them.
• Keep optional upgrades outside the base estimate until they are approved.

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