Party Food Calculator
Calculate exactly how much food you need for your party. Enter your guest count, event type, and get instant quantities for appetizers, mains, sides, and drinks.
Proteins
Side Dishes
Appetizers
Beverages
Desserts
Real-World Party Planning Examples
See exactly how party food calculations work for common events with complete shopping lists and tips.
Backyard BBQ for 25 Adults
You're hosting a 4th of July cookout with 25 adults. You want to serve burgers, hot dogs, chicken, plus classic sides like coleslaw and potato salad.
Event details: 25 adults, 4-hour outdoor event, buffet style
Menu: Burgers, hot dogs, grilled chicken, 3 sides, dessert
Calculation: 8 oz protein per person (outdoor events eat 20% more)
Shopping List:
- • Burgers: 15 lbs ground beef (30 patties at 1/2 lb each)
- • Hot dogs: 25 hot dogs (1 each)
- • Chicken: 10 lbs boneless thighs or breasts
- • Buns: 30 burger buns + 25 hot dog buns
- • Potato salad: 6 lbs (4 oz per person)
- • Coleslaw: 5 lbs (3 oz per person)
- • Baked beans: 6 lbs (4 oz per person)
- • Ice: 40 lbs minimum (outdoor summer party)
Pro tip: Make burgers the day before and refrigerate. Season chicken 4-6 hours ahead. Prep sides the morning of the party.
Cocktail Party with Heavy Appetizers (No Dinner)
You're hosting a holiday cocktail party for 40 guests from 6-9 PM. No sit-down dinner — just passed appetizers and stationed bites.
Event details: 40 adults, 3-hour evening event, appetizers only
Calculation: 12-15 pieces per person for appetizer-only = 480-600 pieces total
Variety: 6-8 different appetizers
Appetizer Breakdown (600 pieces total):
- • Bacon-wrapped dates: 80 pieces
- • Bruschetta: 80 pieces
- • Mini meatballs: 100 pieces
- • Stuffed mushrooms: 60 pieces
- • Shrimp cocktail: 80 pieces
- • Caprese skewers: 80 pieces
- • Spanakopita: 60 pieces
- • Cheese & charcuterie: 2 large boards (serves 60)
Drinks: 160 drinks total (4 per person) = 32 bottles wine OR 7 cases beer OR 10 bottles spirits
Pro tip: Balance 1/3 hot, 1/3 cold, 1/3 room-temperature appetizers. Stagger cooking times so fresh batches come out every 30 minutes.
Kid's Birthday Party (15 Kids + 10 Adults)
Your child is turning 8 and you're hosting 15 kids (ages 6-10) plus 10 parents. Pizza party with cake and snacks.
Event details: 15 kids + 10 adults, 2-hour afternoon party
Adjusted count: 15 kids × 0.5 = 7.5 adult equivalents + 10 adults = 17.5 adult portions
Menu: Pizza, fruit, chips, juice boxes, birthday cake
Food & Drinks:
- • Pizza: 6 large pizzas (3 cheese, 2 pepperoni, 1 veggie)
- • Fruit platter: 2 large platters or 8 cups cut fruit
- • Chips & pretzels: 4 party-size bags
- • Veggie tray with ranch: 1 large (for adults)
- • Juice boxes: 25 (some kids will have 2)
- • Water bottles: 15
- • Soda for adults: 2-liter bottles × 3
- • Birthday cake: 1/4 sheet cake (serves 24)
- • Ice cream: 1 gallon
Pro tip: Kids are picky and waste food. Order slightly less pizza than calculated — excited kids eat less. Have cake 45 min before party ends so sugar high happens at home!
Thanksgiving Dinner for 18 People
You're hosting Thanksgiving for 18 adults. Full traditional menu with turkey, ham, and all the sides.
Event details: 18 adults, sit-down dinner
Turkey size: 1 lb raw turkey per person = 18 lb turkey (or 2 smaller turkeys)
Multiple mains: Reduce turkey to 15 lb + add 4 lb bone-in ham
Complete Thanksgiving Shopping:
- • Turkey: 18-20 lb (allows for seconds and leftovers)
- • Mashed potatoes: 7 lbs raw potatoes (6 oz per person)
- • Gravy: 3 cups (2 Tbsp per person)
- • Stuffing/dressing: 2 lbs bread cubes (makes 12 cups)
- • Cranberry sauce: 2 cans or 1 lb fresh
- • Green bean casserole: 3 lbs green beans
- • Sweet potatoes: 6 lbs (5 oz per person)
- • Rolls: 24 dinner rolls
- • Pies: 3 pies (serves 6 each)
- • Whipped cream: 2 cups
Pro tip: With 6+ sides, guests take smaller portions of each. A 20 lb turkey feeds 18 with leftovers. Start turkey 4 hours before dinner (15-20 min per pound at 325°F).
Taco Bar for 30 People (Budget-Friendly)
You're throwing a casual graduation party for 30 people on a budget. Taco bars are affordable, crowd-pleasing, and easy to execute.
Event details: 30 adults, casual buffet, budget-conscious
Calculation: 3 tacos per person = 90 tacos minimum (plan for 120)
Protein: 4 oz meat per person = 7.5 lbs cooked meat needed
Taco Bar Shopping List:
- • Ground beef: 10 lbs raw (cooks down to ~7 lbs)
- • Taco seasoning: 5 packets or homemade batch
- • Corn tortillas: 120 (4 packs of 30)
- • Flour tortillas: 60 (2 packs)
- • Shredded cheese: 2 lbs
- • Sour cream: 32 oz (2 containers)
- • Salsa: 3 jars (mild, medium, hot)
- • Guacamole: 3 lbs or 12 avocados
- • Lettuce: 2 heads shredded
- • Tomatoes: 8 tomatoes, diced
- • Onions: 4 onions, diced
- • Cilantro: 2 bunches
- • Lime wedges: 10 limes
- • Mexican rice: 6 cups dry (makes 12 cups cooked)
- • Refried beans: 4 cans
Estimated cost: $150-180 total (~$5-6 per person)
Pro tip: Keep taco meat warm in slow cookers. Chop all toppings the night before. Set up toppings in order of most-used first to prevent bottlenecks.
Super Bowl Watch Party for 20 People
You're hosting a 4-hour Super Bowl party with 20 friends. All-day grazing with wings, dips, finger foods, and drinks.
Event details: 20 adults, 4-hour viewing party, grazing format
Calculation: 4-hour party = more food than standard 3-hour event
Appetizers + snacks: 15-18 pieces per person over 4 hours
Super Bowl Spread:
- • Chicken wings: 100 wings (5 per person)
- • Sliders: 40 mini burgers (2 per person)
- • Chips & dips: 4 bags chips + 3 dips (queso, guac, salsa)
- • Veggie tray: 1 large
- • Pigs in blankets: 60 pieces
- • Meatballs: 50 mini meatballs
- • 7-layer dip: 1 large (9×13 pan)
- • Buffalo chicken dip: 1 slow cooker batch
- • Pretzel bites: 2 bags
- • Beer: 5 cases (24 each) = 120 beers
- • Soda & water: 3 12-packs soda + 24 waters
Pro tip: Time your food around the game: heavy apps at kickoff, refresh at halftime, pizza delivery in 3rd quarter as energy dips. Set up multiple food stations to avoid crowding.
Party Planning Food Guidelines
The key to party planning is balancing variety with simplicity. Too little food creates anxiety; too much creates waste. These guidelines help you hit the sweet spot.
Master Per-Person Serving Guide
Use this comprehensive reference for any type of party:
| Food Type | Before Meal | As Part of Meal | As Main Focus |
|---|---|---|---|
| Appetizers (pieces) | 3-4 pieces | 4-6 pieces | 12-15 pieces |
| Main protein (cooked) | — | 4-6 oz | 8-10 oz |
| Side dishes (each) | — | ½ cup | ¾ cup |
| Salad greens | — | 1 cup | 2 cups |
| Rice or grains | — | ½ cup cooked | 1 cup cooked |
| Pasta | — | 2 oz dry | 4 oz dry |
| Bread/rolls | — | 1-1.5 pieces | 2 pieces |
| Dessert | — | 1 small piece | 1 regular piece |
| Ice cream | — | ½ cup | 1 cup |
| Chips/snacks | 1 oz | 1 oz | 2 oz |
| Dip per guest | 2 Tbsp | 2 Tbsp | 3 Tbsp |
Event Type Adjustments
| Event Type | Adjustment | Why |
|---|---|---|
| Cocktail party | +50% appetizers | Appetizers ARE the meal |
| Buffet dinner | +15% all food | Guests serve themselves generously |
| Sit-down dinner | Standard amounts | Controlled portions |
| Outdoor BBQ | +20% all food | Active guests eat more |
| Holiday dinner | -10% per dish | Many dishes = smaller portions each |
| Office party | -15% all food | Professional eating habits |
| Sports viewing party | +25% snacks | Extended grazing over hours |
| Wedding reception | +30% (plan stages) | 4+ hours = cocktails, dinner, late-night |
Quick Reference Charts
BBQ & Grilling Meat Calculator
Raw meat amounts to purchase for grilling (includes shrinkage):
| Guests | Burgers (1/2 lb each) | Hot Dogs | Boneless (lbs) | Bone-in (lbs) | Ribs (racks) |
|---|---|---|---|---|---|
| 10 | 12-15 | 10-12 | 5-6 lbs | 8-10 lbs | 3-4 racks |
| 20 | 24-30 | 20-24 | 10-12 lbs | 15-18 lbs | 6-7 racks |
| 30 | 36-45 | 30-36 | 15-18 lbs | 23-27 lbs | 9-10 racks |
| 40 | 48-60 | 40-48 | 20-24 lbs | 30-36 lbs | 12-14 racks |
| 50 | 60-75 | 50-60 | 25-30 lbs | 38-45 lbs | 15-17 racks |
| 75 | 90-112 | 75-90 | 38-45 lbs | 56-68 lbs | 23-25 racks |
| 100 | 120-150 | 100-120 | 50-60 lbs | 75-90 lbs | 30-33 racks |
Drink Calculator by Party Length
| Guests | 2-Hour Party | 3-Hour Party | 4-Hour Party | Wine Bottles | Beer Cases |
|---|---|---|---|---|---|
| 10 | 30 drinks | 40 drinks | 50 drinks | 6-8 | 2 |
| 20 | 60 drinks | 80 drinks | 100 drinks | 12-16 | 4 |
| 30 | 90 drinks | 120 drinks | 150 drinks | 18-24 | 6 |
| 40 | 120 drinks | 160 drinks | 200 drinks | 24-32 | 8 |
| 50 | 150 drinks | 200 drinks | 250 drinks | 30-40 | 10 |
* Formula: 2 drinks in first hour + 1 drink per additional hour. Wine bottle = 5 glasses. Beer case = 24 bottles. Add 15% non-alcoholic options.
Party Essentials Checklist
| Item | Per 10 Guests | Per 25 Guests | Per 50 Guests |
|---|---|---|---|
| Ice (indoor party) | 10-15 lbs | 25-35 lbs | 50-75 lbs |
| Ice (outdoor party) | 20-30 lbs | 50-75 lbs | 100-150 lbs |
| Paper plates | 15-20 | 35-50 | 75-100 |
| Napkins | 30-40 | 75-100 | 150-200 |
| Plastic cups | 20-30 | 50-75 | 100-150 |
| Plastic utensils | 15 sets | 35 sets | 75 sets |
| Trash bags | 3-4 | 6-8 | 12-15 |
Party Planning Tips
- Variety over quantity: 5 different appetizers with less of each is better than 2 with lots
- Temperature zones: Plan for what can be kept at room temp vs. what needs to stay hot/cold
- Self-serve friendly: Choose foods that don't require slicing or individual plating
- Make-ahead options: At least 50% of your menu should be prep-ahead
- Always overestimate ice: You need more than you think, especially outdoors
- Consider flow: Set up food in different areas to prevent crowding
- Label dietary options: Clearly mark vegetarian, vegan, and gluten-free items
- Plan for leftovers: Have containers ready for guests to take food home
Frequently Asked Questions
How much meat do I need per person for a BBQ?
Plan for 6-8 oz (170-225g) of cooked meat per adult for a BBQ with sides. If meat is the main attraction with minimal sides, increase to 8-10 oz. For bone-in meats (ribs, bone-in chicken), buy 50% more raw weight to account for bones. Example: For 20 adults, buy 10-12 lbs of boneless meat or 15-18 lbs of bone-in cuts.
How many appetizers per person if there's no main course?
For an appetizers-only event, plan for 12-15 pieces per person for a 2-hour party, or 18-20 pieces for 3+ hours. Include a mix of 5-8 different appetizers. As a rule: guests eat about 6 pieces per hour in the first 2 hours, then 3-4 pieces per hour after that. Heavy appetizers (meatballs, stuffed mushrooms) are more filling than light ones (bruschetta, veggie cups).
How much alcohol do I need for a 3-hour party?
For a 3-hour party: plan for 2 drinks in the first hour, then 1 drink per hour after that — about 4 drinks per person total. For 20 guests, that's 80 drinks. A bottle of wine = 5 glasses. A case of beer = 24 bottles. For mixed drinks, a 750ml bottle of spirits makes about 16 drinks. Always have 10-20% extra, and offer non-alcoholic options for about 10-15% of guests.
How do I account for dietary restrictions?
A good rule: plan for 10-15% vegetarian, 5% vegan, and 5% gluten-free unless you know your guests' needs. When in doubt, ask! Make sure at least one main dish, one appetizer, and one side fits each restriction. Label all food clearly at the party. For large events, having one fully plant-based, gluten-free main option covers most bases.
How far in advance should I prep party food?
Timeline varies by dish: Cookies and bars keep 3-5 days. Dips and spreads: 2-3 days. Marinated meats: 1-2 days. Chopped vegetables: morning of. Assembled salads: 2-4 hours ahead. Hot appetizers: prep night before, cook day-of. Having this timeline prevents last-minute panic and lets you enjoy your own party.
Should I adjust portions if I'm hosting adults and kids together?
Yes. Children under 12 eat about half of adult portions. For a party with 10 adults and 10 kids, plan as if you have 15 adults. Also consider that kids prefer familiar, simple foods — chicken fingers, pizza, mac and cheese — and may skip more sophisticated options. Have a separate kid-friendly station to make serving easier.
How much pizza should I order for a party?
Adults typically eat 2-3 slices (about 1/4 of a large pizza). For 20 adults, order 7-8 large pizzas. Kids eat 1-2 slices each. Order a variety: 1/3 pepperoni, 1/3 cheese, 1/3 specialty or veggie. For pizza-only events without other food, increase by 25%. Always round up — leftover pizza is never a problem.
How much ice do I need for a party?
Plan for 1-1.5 lbs of ice per guest for a 3-hour party. For 20 guests, that's 20-30 lbs minimum. Outdoor summer parties require double the ice. You'll need ice for drinks AND to keep food cold. Buy 50% more if you're chilling beverages in coolers. Ice is cheap — running out is embarrassing. Most guests underestimate ice needs.
What's the best food-to-side ratio for a buffet?
The ideal buffet balance is: 60% main dishes, 25% sides, and 15% salads/vegetables. For a party of 20: plan 3-4 main dish options, 2-3 substantial sides (like mac and cheese or potato salad), and 1-2 light sides or salads. Having too many options creates waste — people take small amounts of everything and don't finish.
How do I plan food for an all-day event like a wedding reception?
For events lasting 4+ hours, plan in stages: appetizers during cocktail hour (6-8 per person), full dinner portions, and late-night snacks (simple items like sliders or pizza, 2-3 per person). Guests eat more over longer events — total food should be 30-40% more than a standard 3-hour party. Work backward from your event timeline.
What's the cheapest way to feed a large crowd?
Focus on filling, inexpensive proteins: pulled pork, chicken thighs, or brisket. Serve with bulk sides: coleslaw, baked beans, cornbread, pasta salad. Avoid expensive proteins (steak, seafood) and pre-made appetizers. Make sauces and dips from scratch. A taco bar or build-your-own-bowl setup feels generous while controlling portions. Budget $5-8 per person for casual BBQ-style feeding.
How do I keep hot food hot and cold food cold at a party?
Hot food: use chafing dishes with sterno cans, slow cookers on 'warm' setting, or oven-safe dishes kept at 200°F. Cold food: serve over ice trays, use cooling plates, or rotate smaller portions from the fridge. Food safety rule: hot food above 140°F, cold food below 40°F. Don't leave food in the danger zone (40-140°F) for more than 2 hours — 1 hour if outdoors in heat.
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Party planning guidelines based on recommendations from USDA Food Safety • FoodSafety.gov • Epicurious • Bon Appétit • The Kitchn