Catering Cost Calculator
Add up total catering cost from the per-person price and guest count, plus gratuity and tax, and see the all-in cost per head.
The base is simply the menu's per-person price times your headcount. Gratuity or a service charge is added on the food subtotal, then sales tax is applied to that combined figure — which is how most caterers itemize a contract. The all-in per-person number is the honest cost to compare quotes with.
How it works
Caterers quote a tidy per-person price, but the number on the contract is always higher once service and tax pile on. This tool starts from that base — menu price times headcount — then adds the two charges that catch people out.
A service charge or gratuity, usually somewhere around 18 to 22 percent, is applied to the food subtotal. Sales tax then goes on top of that combined figure, since most caterers tax the total including the service charge, not just the food.
The headline you actually want is the all-in cost per person: the grand total divided back over your guests. That single number is the fair way to compare two quotes, because a low menu price with a fat service charge can lose to a higher one that's all-inclusive.
Frequently asked questions
Does gratuity get taxed?
Often, yes. Many caterers apply sales tax to the food plus the mandatory service charge, so tax lands on the combined figure. This tool follows that order, taxing the subtotal-plus-gratuity total.
What's a typical catering gratuity?
A mandatory service charge usually runs 18 to 22 percent of the food subtotal. It's often not the same as a tip that goes to staff, so it's worth asking the caterer what the charge actually covers.
Why look at cost per person instead of the total?
The all-in per-head number strips away headcount differences and hidden fees, so it's the cleanest way to compare quotes. A cheaper menu price can end up costing more once service and tax are folded in.