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Event Catering Cost Calculator

Work out how many plates to order and the total cost of a wedding, walima, mehndi or party, from the guest list and the menu price per head.

Rules last checked 25 October 2026Every step shown

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Caterers usually plan for a few more than expected.

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Estimated total

Rs 903,400

Plates to order
297
Food
Rs 653,400
Per guest invited
Rs 3,011

For 300 guests, order about 297 plates; with the venue the event comes to about Rs 903,400, Rs 3,011 per guest invited.

How it's worked out

  1. Plates300 × 90% × 1.1, rounded up297
  2. Food297 × Rs 2,200Rs 653,400
  3. Total(Rs 653,400 + Rs 250,000)Rs 903,400
  • Confirm the minimum guarantee in your caterer's contract: you usually pay for that many plates even if fewer come.

How it works

Plates = invited × share expected × (1 + margin) · Total = plates × price per head + fixed costs

Worked example

300 guests invited, 90% expected and 10% extra makes 297 plates. At Rs 2,200 a head that's Rs 653,400 of food, plus Rs 250,000 for the venue: Rs 903,400 in total.

Questions people ask

How many plates should I order?

Plan for the guests you expect, not all invited, plus a small margin. 300 invited, 90% coming and 10% extra is 297 plates.

What does the caterer's minimum guarantee mean?

The number of plates you pay for even if fewer guests come. Agree it in writing.

What else should I budget for?

Venue hire, decor, lighting, sound and service charges, which the fixed-costs box covers.

Formula and rules last checked 25 October 2026Written and tested by the CalculatorDex teamReport a problem