Catering

Planning workflow

From guest count to catering quote

Catering planning starts with guest count, but the quote should also account for service style, portion size, buffer, labor, delivery, rentals, packaging, and minimums.

1. Confirm the guaranteed guest count and service style.
2. Choose realistic portions for the menu and event length.
3. Use the Catering Portion Calculator to estimate total food quantity and buffer.
4. Use the Catering Cost Calculator to turn food cost and guest count into a price-per-person checkpoint.
5. Convert quantities into recipe batches, trays, pans, or purchasing units.
6. Review food cost, labor, fixed event costs, and margin before quoting.

Service styles

How service style changes the estimate

Checklist

Guest-count planning checklist

• Confirm whether the count includes staff, vendors, children, and late additions.
• Set a final count deadline and a per-person add-on rule for increases.
• Use a higher buffer for buffet, long events, uncertain counts, or self-service.
• Split multiple entree quantities by expected menu mix instead of multiplying each item by the full count.
• Review the final estimate against labor, equipment, delivery, and holding capacity.

Practical example

Guests to portions to pricing example

For 80 buffet guests at a 6 ounce entree portion with a 12% buffer, the food plan starts at 537.6 ounces, or 33.6 pounds, before sides and menu mix.

After converting the quantity into recipe batches or pans, the operator can cost the food plan and use the pricing guide to add labor, delivery, disposables, rentals, and margin.