Per-Guest Cost Calculator
Work out your overall cost per guest and total catering cost from a headcount and per-head rate. Fast, free, and fully client-side.
Calculator Inputs
How the Per-Guest Cost Calculator Works
Divides a total event budget by guest count to show the overall cost per head, and separately multiplies a per-head catering rate by guest count to show the total catering line item. Useful for sanity-checking whether a venue quote or catering package fits your budget as the guest list grows or shrinks.
Formula
Cost Per Guest = Total Budget ÷ Guest Count · Total Catering Cost = Catering Cost Per Head × Guest Count
The overall per-guest figure spreads the entire budget (venue, catering, decor, everything) evenly across attendees; the catering total isolates just the food/beverage line item, which is usually quoted per head by caterers and venues.
Calculation Example
A $20,000 budget for 100 guests, with catering quoted at $85/head: overall cost per guest = $200, total catering cost = $8,500.
Frequently Asked Questions
Does the overall cost-per-guest figure include catering?
Yes — it spreads your entire total budget evenly across every guest. The catering total is shown separately since caterers typically quote a flat per-head rate.
What if my guest count changes after I book vendors?
Re-run the numbers with the updated count — most venue and catering quotes are per-head, so even a small headcount swing shifts the total meaningfully.
Browse more
See all events tools.