Wedding Catering Cost Calculator
Estimate your total wedding catering bill including food, bar, service charges, and gratuity.
Expected attendance
Main course price per person
Cake, pastries, or dessert bar per guest
Open bar per-person estimate
Caterer service charge percentage
Additional gratuity for service staff
Results
Food Total
$11,640.00
Bar Total
$5,400.00
Service Charges
$3,408.00
Gratuity
$1,363.20
Grand Total
$21,811.20
Take it further
Wedding Budget Tracker
Planning a wedding is more than one calculation. Our Wedding Budget Tracker covers your full budget, guest list, vendor payments, timeline, and seating chart.
How This Calculator Works
Catering is typically the largest single expense in a wedding budget, often consuming 40-50% of the total. This calculator breaks down the full catering bill so there are no surprises. It separates food costs (per-plate and dessert), bar costs, service charges, and gratuity into clear line items.
Service charges and gratuity are where many couples get sticker shock. A 20% service charge on a $15,000 food-and-bar subtotal adds $3,000. If gratuity is separate at 8%, that is another $1,200. Together, these fees can add 25-30% on top of the base catering cost. Always ask your caterer exactly what the service charge covers and whether staff receive any portion of it.
To use this calculator effectively, get actual per-plate and bar pricing from your caterer first. The default values reflect national averages, but prices vary enormously by region. A $85 per-plate dinner in the Midwest might be $150 in New York City or San Francisco.
Frequently Asked Questions
What is included in cost per plate?
Cost per plate typically covers the main course, sides, salad, bread, and basic table service. It usually does not include cocktail hour appetizers, dessert, or beverages — those are separate line items.
What is the difference between service charge and gratuity?
Service charge is a fee the caterer adds to cover operational costs — it does not always go to the staff. Gratuity is a tip that goes directly to the servers and kitchen staff. Some caterers include both, others only one. Always ask who receives the service charge.
How can I save on catering without sacrificing quality?
Switch from plated dinner to buffet or family-style service (saves 15-20%). Choose chicken or pasta over steak. Limit the bar to beer and wine. Serve brunch instead of dinner. Reduce cocktail hour appetizer varieties from 5 to 3.
Should I budget for vendor meals too?
Yes. Expect to feed your photographer, videographer, DJ, and planner. Most caterers offer vendor meals at a reduced rate ($25-40 per person). Add 4-6 vendor meals to your count.
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