Free Party Planning Tools
Three quick calculators for the questions every host asks: how much food and drink to buy, how to split the budget, and what to do when. Everything runs in your browser; nothing is saved or sent anywhere.
Food & Drink Quantity Calculator
Enter your guest list and the kind of party. The calculator gives a shopping-list estimate with a 10% buffer built in.
How the numbers are worked out
- Appetizers: 4 pieces per guest before a meal, or 5 pieces per guest per hour when appetizers are the meal (Messina's Catering gives 3 to 4 before a meal and 4 to 6 per person per hour for appetizer-only events).
- Main course: 6 oz (170 g) cooked protein and two 4 oz sides per adult, the low end of the 6 to 8 oz per person given by Occasional Occasions Catering.
- Kids under 12 count as half an adult for food (both caterers give about half to two thirds of an adult portion).
- Drinks: 2 drinks per guest in the first hour and 1 per hour after that (Messina's Catering and Occasional Occasions Catering). With alcohol, at least 1 non-alcoholic drink per guest on top.
- Ice: 1.5 lb (0.7 kg) per guest indoors, 2 lb (0.9 kg) outdoors or in hot weather (Messina's Catering gives 1 to 2 lb per guest, more in warm weather).
- Food safety: perishable food should not sit out for more than 2 hours, or 1 hour above 90°F (32°C), per the USDA.
Sources: Messina's Catering, Occasional Occasions Catering, USDA FSIS: the danger zone.
Party Budget Planner
Enter your total budget and guest count. Adjust the percentages to match your party; the planner keeps the total at 100% and shows the cost per guest.
About the starting split
The starting percentages are our own suggestion for a home party where food and drink are the biggest cost. They are not an industry standard. Change them to suit you: a venue, a hired entertainer or a cake from a bakery will shift the split a lot.
Party Planning Timeline
Pick the party date and type to get a dated countdown checklist you can print.
Where the invitation timing comes from
- Invitations: the Emily Post Institute suggests same day to 2 weeks for a casual party and 3 to 6 weeks for a formal dinner. For birthdays and baby showers we use 4 weeks, and 6 weeks when you need to confirm a head count with a venue.
- Food safety on the day: keep cold food cold and do not leave perishable food out for more than 2 hours (USDA).
Sources: Emily Post Institute: invitation timing, USDA FSIS.
These tools give general estimates. Check allergies, dietary needs and any venue rules for your own party.