Party supplies calculator
Enter your guest count, the drinks each guest will have and the food courses you are serving to see how many cups, plates, napkins, cutlery sets and trash bags to buy. Every figure is rounded up, and you can change any assumption to fit your party.
What to buy
100 guests, 4 drinks each, 2 courses
- Cups
- 200 cups one for every 2 drinks, at least 2 per guest
- Plates
- 200 plates one per guest for each of 2 courses
- Napkins
- 500 napkins 3 per guest, plus 1 for each course
- Cutlery sets
- 200 sets a fork and a knife, one set per guest for each course
- Trash bags
- 5 bags one for every 20 guests, at least one
These are planning estimates, rounded up. Packs are sold in set sizes, so round each line up to the next pack. Read our disclaimer.
Assumptions
The calculator uses these common rules of thumb. Change the inputs above to fit your guests.
| Cups | one for every 2 drinks, and at least 2 per guest |
|---|---|
| Plates and cutlery | one plate and one set (a fork and a knife) per guest for each course |
| Napkins | 3 per guest, plus 1 per guest for each course |
| Trash bags | one for every 20 guests, and at least one |
| Buffer | +10% on every quantity when switched on; the one-bag minimum is not buffered |
| Rounding | every quantity is rounded up |
How we calculate
- Cups. Drinks each ÷ 2, because guests take a fresh cup for about every second drink, with a floor of 2 cups per guest. Multiply by the number of guests.
- Plates and cutlery. One plate and one set of cutlery (a fork and a knife) per guest for each food course.
- Napkins. 3 per guest for drinks and nibbles, plus 1 more per guest for each course.
- Trash bags. Guests ÷ 20, and at least one bag for any party.
- Buffer. Everything but the one-bag minimum gets plus 10% if you switch on the buffer, and is rounded up to whole items.
Worked example: 100 guests, 4 drinks, 2 courses
With the default inputs (100 guests, 4 drinks each, and appetizers followed by dinner):
- 4 drinks ÷ 2 = 2 cups each, which is also the 2-cup minimum: 100 × 2 = 200 cups.
- 100 guests × 2 courses = 200 plates, and the same number of cutlery sets: 200 sets.
- 100 guests × (3 napkins + 1 for each of 2 courses) = 500 napkins.
- 100 guests ÷ 20 guests a bag = 5 bags.
If the party is drinks only, set the courses to 0: there are no plates or cutlery, and the napkins fall to 3 each, 300 for 100 guests.
Questions
Why plan 2 cups per guest even if they drink little?
Guests put cups down and pick up fresh ones, so a lightly drinking guest can still use two. The calculator assumes one cup for about every 2 drinks and never goes below 2 cups for each guest.
How many drinks should I enter?
Use the total number of drinks each guest will have, including water and soft drinks as well as alcohol. The party drinks calculator totals only the alcoholic drinks, so divide that total by your guest count and add the water, soft drinks and coffee each guest will have. For example, 3 alcoholic drinks and 3 waters each is 6 drinks.
What counts as a food course?
Each time guests are given a fresh plate: appetizers, a main meal, dessert. A buffet with one trip is one course. A cocktail party with finger food and no plates is none.
Does the calculator include glasses or reusable items?
It plans disposable or rented items by count, so you can use the same numbers for either. Rented glassware often comes by the case, so round up to the next case.
Is it better to buy too many or too few?
Cups and napkins tend to run out first, and unopened packs are easy to keep for the next event, so rounding up is the safer side. Switch on the 10% buffer if you are not sure of the guest count.