# Wedding Catering Cost Calculator

> Estimate a wedding catering bill from per-guest food and drink prices, service staff, rentals, service charge and tax, with the true cost per guest.

Category: Food & hospitality · Applies to: Worldwide · Last updated: 2026-10-29
Interactive calculator: https://calculators.geekmidst.com/calculators/wedding-catering-cost-calculator

Caterers quote per guest, but the bill also carries staff, rentals, a service charge and tax. Add them up here to see the full total and what each guest really costs.

Also called: Wedding food budget calculator.

## Inputs
- Number of guests (unit guests; default 100)
- Food price per guest (default 45)
- Drinks package per guest (default 20; optional)
- Service staff (unit people; default 8; optional)
- Hours per staff member (unit h; default 6; optional)
- Staff rate per hour (default 25; optional)
- Rentals and other fixed charges (default 1500; optional)
- Service charge on food and drink (unit %; default 18; optional)
- Sales tax or VAT (unit %; default 8; optional)
- Currency

## Results
- Total catering cost
- Cost per guest, all-in
- Food
- Drinks
- Service staff
- Service charge
- Tax

## Formula

```
Subtotal = Guests × (Food + Drinks) + Staff × Hours × Rate + Fixed;  Service = Guests × (Food + Drinks) × Service%;  Tax = (Subtotal + Service) × Tax%;  Total = Subtotal + Service + Tax
```

Where:
- Service%: service charge applied to food and drink
- Tax%: tax applied to everything including the service charge

## Worked example
1. Food and drink = 100 × ($45 + $20) = $6,500.
2. Staff = 8 × 6 × $25 = $1,200; subtotal with $1,500 rentals = $9,200.
3. Service charge = 18% × $6,500 = $1,170.
4. Tax = 8% × ($9,200 + $1,170) = $829.60; total $11,199.60, or $112 per guest.

**Result:** 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.

## Related calculators
- [Event Ticket Revenue Calculator](https://calculators.geekmidst.com/calculators/event-ticket-revenue-calculator)
- [Tip Calculator](https://calculators.geekmidst.com/calculators/tip-calculator)
- [Conference Venue Capacity Calculator](https://calculators.geekmidst.com/calculators/conference-venue-capacity-calculator)
- [Catering Budget Calculator](https://calculators.geekmidst.com/calculators/catering-budget-calculator)

Source: GM¹X CalcVerse — https://calculators.geekmidst.com/calculators/wedding-catering-cost-calculator