Wedding Catering Calculator
Enter your guest count, meal style, and number of courses to get portion counts and approximate food weights for canapés, the wedding breakfast, evening food, and tea and coffee. All figures are planning benchmarks to use alongside your caterer's own estimates.
Explain like I'm 5 (why do food quantities matter?)
Ordering food for 80 people feels straightforward until you realise you have no idea how many kilograms of chicken you need. And if you order too little, the chef is running around during service trying to stretch things; too much, and you are paying for food that goes in the bin. This calculator takes your guest count and turns it into concrete numbers: 80 portions of starter, 16 kg of chicken, 480 canapé pieces. You can hand those numbers to a caterer for a quote, compare them against what you have been quoted, or use them to plan a self-catered wedding where you are doing the shopping.
Calculate
Enter your details, then press Calculate quantities.
Canapés
- Canapé pieces–
- Approximate weight–
Wedding breakfast
Evening food
- Portions–
- Approximate weight–
Tea and coffee
- Servings (post-meal)–
Prove it
Canapés: 6 pieces × 25 g each (mixed canapé average). Starter: 130 g per portion. Main protein: 200 g per portion (cooked weight). Vegetables: 120 g per portion. Starch: 130 g per portion. Dessert: 130 g per portion. Buffet: 500 g per person total. Evening food: 300 g per person (finger food). Tea and coffee: 1 serving per day guest after the meal. All weights are approximate planning benchmarks; your caterer's actual specifications may differ. Source: standard UK professional catering planning guides.
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Using these figures with your caterer
These numbers are planning benchmarks, not a shopping list. A professional caterer will have their own portion standards based on the specific dishes, service style, and kitchen setup. Use the figures here to sense-check quotes: if a caterer is quoting for substantially more or less food than this calculator suggests, it is worth asking why.
The protein weight figure is the most useful one for direct comparisons. A quote that implies 120 g of chicken per person where this calculator suggests 200 g should prompt a conversation about whether the menu includes other protein sources (such as a shared starter platter or substantial canapés) or whether the portion is simply smaller than typical.
Canapés: quality over quantity
Six pieces per person is a reliable baseline, but the quality and variety matters as much as the count. Three or four different types is enough variety without making the tray-carrying logistics complicated. One substantial piece (a mini fish and chip, a smoked salmon blini, a crostini) alongside lighter options works better than six small nibbles. If guests have travelled a long way or the gap between ceremony and meal is more than 90 minutes, increase to 8 pieces.
Evening food
Evening food is often an afterthought but it is one of the most remembered parts of the night. Guests who have been dancing for two hours want something substantial. Pizza, burgers, hot dogs, fish and chips, or a cheese and charcuterie board all work. Aim for one proper portion per person. Day guests who have already eaten will still graze, especially later in the evening, so count them in your total. The calculator includes all guests (day and evening) in the evening food count.
Dietary requirements
Caterers typically handle dietary requirements as a separate line item: they will ask for counts of vegetarian, vegan, gluten-free, and allergy-specific meals when you finalise your numbers. The portions in this calculator assume a standard menu. The dietary requirement count does not usually change the total number of portions, only the composition of them.
Related calculators
Catering sits inside the wider wedding plan.
Frequently asked questions
How many canapés per person?
Six pieces per person is a reliable baseline for a 90-minute drinks reception before a sit-down meal. Increase to 8 if the reception runs longer or guests have travelled far.
How much protein per person for a wedding meal?
Around 200 g per person (cooked weight) is the standard benchmark. This is roughly the size of a chicken breast or a medium fish fillet. Your caterer's actual portion may vary by dish.
Do I need evening food?
Yes, if your evening reception runs for more than two hours. Guests who are dancing will be hungry. Plan for one substantial portion per guest (day and evening combined).
What is the difference between formal and buffet catering?
A formal meal is individually plated and served to guests at the table. A buffet is self-serve from a central station. Formal meals require more staff but create a more structured experience. Buffets are more relaxed and can work out cheaper per head.
How far in advance should I confirm final numbers with my caterer?
Most caterers ask for final numbers 2 to 4 weeks before the wedding. Check your contract for the specific deadline. Late additions are usually possible but may incur a surcharge.