How to use this calculator
- Count adults and children expected to eat.
- Set a child portion percentage that matches the caterer’s menu.
- Include contracted vendor and crew meals.
- Choose the number of portioned courses and a modest overage.
#3032 · Travel & Events Tool
Wedding Catering Catering Quantity Calculator
Plan the total number of meal portions a wedding caterer should prepare after accounting for attending guests, vendor meals, children’s portions, and a practical overage. The result separates adult-equivalent demand from the safety buffer, helping couples and caterers order enough food without treating every attendee as an identical full portion.
Calculator
Guest and portion planFormula
Adult-equivalent meals = adults + (children × child portion %) + vendor meals
Total meals = adult-equivalent meals × (1 + overage %)
Course portions = total meals × courses
Total meals = adult-equivalent meals × (1 + overage %)
Course portions = total meals × courses
What the result means
The main result is the number of adult-equivalent meals to prepare, rounded up. Child portions are converted to adult equivalents before the overage is applied.
Confirm dietary restrictions, plated entrée selections, buffet refill policy, and vendor-meal terms with the caterer before placing an order.
Example calculation
For 120 adults, 20 children at 60%, and 12 vendor meals, base demand is 144 meal equivalents. An 8% overage produces 155.52, so prepare 156 meal equivalents. Across three courses, that is 468 course portions.
Tips for better results
- Use confirmed attendance rather than invitations sent.
- Track dietary meals separately even when they count toward the total.
- Ask whether vendor meals are full portions or simplified meals.
- Avoid applying an overage twice if the caterer already includes one.
- Round purchasing units up only after checking package sizes.
Frequently asked questions
Why are child meals entered as a percentage?
The percentage converts smaller child portions into adult-meal equivalents for purchasing and preparation.
Should vendor meals be included in the wedding catering quantity?
Yes, include every contracted vendor or crew member who must be fed.
Is the overage applied before or after child portions are adjusted?
It is applied after adults, adjusted child portions, and vendor meals are combined.
Does the total course portions number equal plated entrées?
Only if every course is individually portioned; shared or self-service courses may need a different ordering method.
Should dietary meals be added on top of this total?
Usually they are part of the total, but they should be identified separately so the correct variants are prepared.
Related calculators
Quantity planning variables
| Variable | Meaning |
|---|---|
| Adult guest | 1.0 meal equivalent |
| Child guest | Selected fraction of an adult portion |
| Vendor meal | 1.0 meal equivalent |
| Overage | Applied to combined base demand |