Catering Cost Per Head Calculator
Example: Number of guests: 80 guests · Food cost per head: 35 $ · Beverage cost per head: 12 $ · Service / gratuity fee: 20 %
| True cost per head | $56 |
| Food & beverage subtotal | $3,760 |
| Total catering cost | $4,512 |
Worked example
For 80 guests at $35 food and $12 beverage per head, the subtotal is $47 a head, or $3,760. Adding a 20% service and gratuity fee brings the total to $4,512, which is $56.40 per guest — nearly $10 more per head than the quoted food figure alone. That gap between the headline number and the all-in cost is exactly what blows up event budgets, so always model the fee.
Frequently asked questions
What does the service fee actually cover?
Service and gratuity fees commonly cover staffing, setup, and tip, and can range widely — often 18 to 25% of the food and beverage subtotal. It is charged on top of the per-head food price, so a quote that looks affordable per plate can rise sharply once the fee is applied.
What else might not be in the per-head quote?
Rentals like tables, linens, and glassware, delivery, tax, cake-cutting fees, corkage, and overtime are frequently separate line items. Ask for an all-in quote, then use this tool to sanity-check the per-guest math against what you were told.
How do I lower the cost per head?
Common levers are choosing a buffet or family-style service over plated, trimming the beverage package or going dry, reducing the guest count, and picking a less costly menu tier. Because everything scales by head, even a small per-guest cut multiplies across a large event.
How much should I budget per person for catering?
It varies enormously by region, style, and formality — casual events can run well under $30 a head while upscale plated dinners exceed $100 before fees. Get local quotes, then use this calculator to convert them into a true, fee-inclusive per-head figure you can compare.