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Calcoli HoReCa — Events

Events Calculators

Catering portions, event quotes, waitstaff, buffet vs service and wedding cake.

Open Catering Portions
EventsCatering Portions CalculatorCalculate food quantities for catering events by number of guests.Open calculatorEventsCatering Cost Per Person CalculatorCalculate total catering cost and cost per head for any event.Open calculatorEventsBBQ & Grill CalculatorCalculate meat and food quantities for barbecue and grill events.Open calculatorEventsKids Birthday Party CalculatorCalculate food, drinks and supplies for a children's birthday party.Open calculatorEventsEvent Punch CalculatorScale punch and sangria recipes for parties and events.Open calculatorEventsEvent Aperitivo CalculatorCalculate drinks and finger food quantities for an Italian aperitivo event.Open calculatorEventsEvent Waitstaff CalculatorCalculate how many waiters and service staff you need for an event.Open calculatorEventsWedding Cake Portions CalculatorCalculate the right wedding cake size and tiers for your guest count.Open calculatorEventsRestaurant Table Layout CalculatorCalculate how many tables and covers fit in your restaurant floor plan.Open calculatorEventsEvent Margin CalculatorCalculate the gross margin and profit for a catering or events contract.Open calculatorEventsEvent Quote CalculatorGenerate a cost estimate and quote for catering and event services.Open calculatorEventsEvent Timeline CalculatorBuild a preparation and service timeline for catering events.Open calculatorEventsBuffet vs Table Service CalculatorCompare the total cost of buffet versus seated table service for an event.Open calculatorEventsExtra Staff Cost CalculatorCalculate the cost of hiring extra staff for events and peak periods.Open calculator

The recommended path

  1. 1

    Calculate the bottles needed.

    Event bottles
  2. 2

    Size the waitstaff for service.

    Event waitstaff
  3. 3

    Estimate food portions per guest.

    Catering portions
  4. 4

    Build the quote and check the margin.

    Event margin

When to use these calculators

Use these tools when you prepare an event quote, size food, drinks, staff and room for a precise guest count (20, 50, 100, 200), and when you want to know whether the event is actually profitable. At events the margin is won at quoting time: good estimates avoid both waste and stock-outs.

Practical examples by venue type

Wedding, 100 guests

You estimate portions, bottles, waitstaff and tables, then build the per-person price that covers cost and target margin.

Corporate aperitivo

You calculate quantities for a standing buffet and compare buffet vs service to pick the most efficient format.

Birthday

You size food and drinks for kids or adults, avoiding the classic over-ordering.

BBQ catering

You start from grams of meat per head, add sides and drinks and get the shopping list for the event.

Reference benchmarks

Waiters (table service)1 per 10–15Guests per waiter, plated service.
Waiters (buffet)1 per 25–30Staffed buffet.
Drinks per head2–3 / 2hPrudent estimate, rises with duration.
Catering food cost28–35%On the net per-person price.

Indicative industry figures: they vary by format, location and period. Use them as a reference, not an absolute rule.

Common mistakes to avoid

  • Under-sizing service staff: too few waiters ruin the experience more than one missing dish.
  • Setting the per-person price without starting from catering food cost and event margin: lots of work for little profit.
  • Not planning a buffer on drinks and portions for service duration and guest profile.
  • Ignoring extra costs (transport, setup, rented equipment) in the quote.

Frequently asked questions

How many waiters do I need for an event?
For plated table service plan about one waiter per 10–15 guests; for a staffed buffet one per 25–30. Add staff for complex menus or simultaneous service.
How much food and drink per person?
It depends on format and duration. For drinks a prudent estimate is 2–3 per head in the first two hours; for food use the catering portions calculator's grams-per-portion by service type.
How do I price a catering per person?
Start from per-person food cost, add staff, transport, setup and equipment, then apply the target margin. The event margin calculator verifies the quote is truly profitable.