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Catering Calculators

These are the calculators we built first, and the ones people ask us to add to most. Staffing, beverage, ice, hors d'oeuvres, rentals, delivery pricing, linens, tell it what you know about the event and it hands back a real number, not a rule of thumb from a wedding blog.

They're free today and they're staying free. A catering calculator that holds your numbers hostage behind a paywall isn't actually solving the problem, it's just moving it.

Folded event linens and a tablecloth sizing sketch on a linen-draped table

Featured calculator

Tablecloth Size Calculator

Get the right linen size and drop for any table shape, plus the standard size to order.

Open the calculator →
Planner

Staffing Calculator

Stop guessing how many servers and bartenders an event actually needs. Get a lean minimum and a comfortable ideal, broken out by role.

Open tool →Related reading: How Many Catering Staff Do You Really Need? →
Planner

Beverage Planner

Know exactly how much water, coffee, wine, beer, and liquor to buy, so you don't run dry at hour two or pay for a case you didn't need.

Open tool →Related reading: How Many Drinks Per Guest for an Event? →
Calculator

Ice Calculator

Ice isn't one number. Get the split between what goes in drinks, what keeps things cold, and what you hold in reserve.

Open tool →Related reading: How Much Ice Does Your Event Really Need? →
Calculator

Hors d'Oeuvres Quantity Calculator

Passed and stationed hors d'oeuvres get eaten at different rates. Get piece counts for each, not one number stretched across both.

Open tool →Related reading: How Many Hors d'Oeuvres Do You Need Per Person? →
Planner

Rental Quantity Planner

Size your full rental order, tables, chairs, linens, china, and glassware, to the guest count, with the overage built in so nothing runs short.

Open tool →Related reading: Complete Guide to Place Settings for Caterers and Event Planners →
Calculator

Delivery Fee Calculator

Price delivery so it covers the miles, the order size, and the staff time it actually takes, not a flat number that quietly eats your margin.

Open tool →Related reading: Outsourcing Catering Delivery Without Losing the Last Impression →

Looking for the full toolkit, planners, worksheets, and everything else? Browse all Click to Table tools.

Frequently asked questions

Is there a free catering calculator?
Yes. Every calculator on this page is free, with no account and no catch. Staffing, beverage, ice, hors d'oeuvres, rentals, delivery pricing, and linens are all covered, and none of them sit behind a paywall.
What's the best way to calculate catering quantities?
Start from the specific number you need, not a general rule of thumb. Guest count alone won't tell you how much ice to order or how many bartenders to staff, service style, duration, and event type all move the number. That's what each calculator on this page is built to work out.
How do I estimate how much food to order for an event?
Portion by dish and service style, then scale to headcount, rather than eyeballing trays. The Hors d'Oeuvres Quantity Calculator handles passed and stationed apps separately since they get eaten at different rates, and the Beverage Planner covers what people drink alongside the food.
What calculators do professional caterers actually use?
The ones that answer a specific operational question: how many servers, how much ice, what rental quantities, what to charge for delivery. The seven calculators on this page are the ones we reach for on real events, not generic event-planning math.