How to use this calculator
- Enter or choose number of guests.
- Enter or choose food price per guest.
- Enter or choose drinks package per guest.
- Enter or choose service staff.
- Enter or choose hours per staff member.
- The total catering cost updates as you type. Use Copy result or Share to keep it.
Method
Subtotal = Guests × (Food + Drinks) + Staff × Hours × Rate + Fixed; Service = Guests × (Food + Drinks) × Service%; Tax = (Subtotal + Service) × Tax%; Total = Subtotal + Service + Tax
- Service%
- service charge applied to food and drink
- Tax%
- tax applied to everything including the service charge
Worked example
- Food and drink = 100 × ($45 + $20) = $6,500.
- Staff = 8 × 6 × $25 = $1,200; subtotal with $1,500 rentals = $9,200.
- Service charge = 18% × $6,500 = $1,170.
- Tax = 8% × ($9,200 + $1,170) = $829.60; total $11,199.60, or $112 per guest.
A $45 + $20 per-head quote becomes $11,199.60 in total, about $112 per guest.
What the result means
The all-in cost per guest is usually far above the per-head menu price. Use it to compare quotes like for like and to see what each extra guest adds.
Assumptions and limits
- The service charge applies to food and drink only, and tax applies to the whole bill including the service charge. Check how your caterer and local rules treat each.
- Gratuities for staff, if expected, are not included.
- Children’s or vendor meals at different prices should be added to fixed charges.
Questions
Is the service charge a tip?
Not necessarily. Many caterers keep it to cover operating costs, so ask whether any of it goes to the staff.
Is tax charged on the service charge?
In many places it is, but rules differ. If not in your case, reduce the tax figure accordingly.