Per-head catering math that counts the bar, the cake, and the 22% service charge
| Line Item (typical) | Amount |
|---|
| Service Style | Low | Typical | High | Food for 100 Guests |
|---|---|---|---|---|
| Plated dinner | $70 | $100 | $150 | $7,000–$15,000 |
| Buffet | $40 | $60 | $80 | $4,000–$8,000 |
| Family style | $50 | $70 | $90 | $5,000–$9,000 |
| Food stations | $60 | $85 | $110 | $6,000–$11,000 |
| Cocktail / heavy apps | $30 | $50 | $70 | $3,000–$7,000 |
| Brunch / lunch | $30 | $45 | $60 | $3,000–$6,000 |
| Backyard BBQ | $25 | $35 | $50 | $2,500–$5,000 |
| Food truck | $15 | $22 | $30 | $1,500–$3,000 |
Food-only national ranges synthesized from 2024–2025 pricing data published by The Knot, WeddingWire, and regional caterer menus; The Knot pegged the 2024 average at about $80 per person. Big metros (NYC, LA, SF) run 20–50% above these bands; small towns and off-peak dates can land under them.
| Add-On | Per Person | Notes |
|---|---|---|
| Beer & wine bar | $15–$25 | 1 drink per guest per hour is the standard estimate |
| Limited / signature-cocktail bar | $20–$30 | Beer, wine, and 1–2 signature cocktails |
| Full open bar | $30–$45 | Subject to the service charge like food |
| Wedding cake / dessert | $6–$12 | By the slice; dessert bar or pies run cheaper |
| Service charge | 18–25% of food + bar | Mandatory; not automatically a gratuity for staff |
| Rentals (if not included) | $8–$20 | Plates, glassware, flatware, linens at non-full-service venues |
Staffing rules of thumb: one server per 10–12 guests for plated service, one per 25 for buffet, plus a banquet captain. Most caterers include tables, chairs, and basic setup at full-service venues; food trucks and drop-off catering do not.
Caterers quote a per-person food price, but the number that hits your credit card is food plus bar plus dessert, all multiplied up by a service charge and (in most states) sales tax. This calculator stacks every layer so you can budget with the real per-head figure instead of the brochure one.
Subtotal = (food + bar) × guests + cake × guests. Service charge = (food + bar subtotal) × service-charge %. Tax = (everything so far) × tax %. Total = subtotal + service charge + tax, and per person = total ÷ guests. The low/high estimates re-run the same math with the style's low and high food and bar prices.
Pick your service style and the per-person food price fills in with the national typical; replace it with a caterer's quote when you have one. Choose your bar package, set the cake per head (or 0 if dessert is included), and check your contract's service charge — 22% is typical, some venues charge 25% plus admin fees. Sales tax applies to catering in most states; enter your rate or 0 if you're tax-exempt.
120 guests, plated dinner at the typical $100 per person, full open bar at $38, $8-per-person cake, 22% service charge, 7% tax.
Food is $12,000 and the bar $4,560; the cake adds $960. The 22% service charge on the $16,560 food-and-bar subtotal is $3,643.20, and 7% tax on the $21,163 running total is $1,481.42. Grand total: $22,645, or $188.71 per person — nearly double the "$100 a head" in the brochure. The same event with food trucks at $22 and no bar comes to about $4,473, which is how two weddings with 120 guests can spend $18,000 apart on food.
National per-person food ranges by service style: plated dinner $70-$150, buffet $40-$80, family style $50-$90, food stations $60-$110, cocktail reception with heavy hors d'oeuvres $30-$70, brunch or lunch $30-$60, backyard BBQ $25-$50, and food trucks $15-$30. The Knot put the 2024 average at about $80 per person. With a bar, cake, 22% service charge, and tax, real per-head totals usually land between $110 and $190.
Food trucks, at $15-$30 per person, though most require a $1,000-$1,500 minimum and you may need two or three trucks for 100+ guests. Backyard BBQ ($25-$50) and brunch ($30-$60) follow. The savings come from skipping the staffing and rentals that full-service styles require.
A service charge is a mandatory 18%-25% fee (22% is typical) added to the food and bar subtotal. It covers staffing, setup, and breakdown. Whether it flows to staff varies by caterer and state law, so it is not automatically a gratuity. Many couples still tip on top — 5%-10% for great service, handed directly to the banquet captain or in individual envelopes.
Beer and wine runs $15-$25 per person, a limited or signature-cocktail bar $20-$30, and a full open bar $30-$45. Over a 4-hour reception that is roughly 1 drink per guest per hour, the standard consumption estimate. Bar packages are also subject to the service charge, so a $38 open bar really costs about $46 per person after 22% is applied.
Food alone runs about $2,200 with food trucks, $6,000 for a typical buffet, and $10,000 for a typical plated dinner. With a 22% service charge and 7% tax, those become roughly $2,900, $7,800, and $13,100. Add a $38 open bar and an $8-per-person cake and a plated reception for 100 approaches $18,900 all-in.