Connect with us

Event and Catering Planner: Portions, Food Cost, Staff and Price per Guest

An event and catering planner turns a guest list into a shopping and staffing plan. Enter the number of guests, a buffer, your menu items and their cost, and the tool gives the portions to prepare, total food cost, cost per guest, service staff needed and a price per guest.

How to read your result

  • Guests including buffer: guests plus the buffer percentage you choose, rounded up.
  • Portions to prepare: guests times one plus the buffer, times portions per guest, rounded up.
  • Food cost per guest: total food cost divided by guests.
  • Price per guest: food cost per guest divided by your target food cost %, before and after VAT.
  • This is food cost only. Add labour, hire, transport and overheads before you quote.

Download the matching form

The Event Planner workbook keeps the guest count, menu, costs and staffing for each event in one Excel file.

Related reading

Frequently asked questions

How big should the buffer be?

It depends on the event and how sure you are of the numbers. A small buffer covers late guests and heavy eaters, but a large one adds cost. Review the leftovers after each event and adjust.

How do I set the staff ratio?

Use your own judgement for the service style: a plated dinner needs more staff per guest than a buffet. Record what worked and adjust next time.

Is the price per guest my final quote?

No. It covers food cost only. Add labour, equipment hire, transport, service charge and your overheads before you quote.

How to use this tool
  1. Enter guests, buffer %, guests per service staff, target food cost % and VAT.
  2. List each menu item with portions per guest and cost per portion.
  3. Read the portions to prepare and the total food cost.
  4. Check the price per guest before and after VAT.
  5. Add labour, hire, transport and overheads to build your final quote.
  6. Save the plan on the Event Planner workbook for the event file.