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Invited is not the same as fed

Model turnout event by event, add the buffer you can defend, and walk into the caterer conversation with a plate count instead of a guess.

The events
Ten per cent is the working standard.
One steward per this many guests.
Plates to order 4 events
    Food cost ₹0
    Total plates 0
    Blended rate ₹0
    Buffer costs ₹0
    Stewards, peak 0

    Add an event to see the plate count.

    The catch

    Then forty guests change their mind

    This sheet is right until the RSVPs move, and the RSVPs always move. WedPlan tracks who confirmed for which event and recalculates the headcount the moment it changes, so the caterer hears it from you before the family does.

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    Questions

    Before you ask

    What guest turnout should I expect at an Indian wedding?

    Turnout almost never matches the invite list. As a working rule, a Mehendi or Haldi lands between 50 and 65 per cent of those invited, a Sangeet between 70 and 80 per cent, the wedding day itself between 80 and 90 per cent, and a reception between 65 and 80 per cent depending on how many guests are local. Outstation heavy lists come in lower across the board, and a wedding where most guests live in the same city comes in higher. Model each event separately, because a single blended percentage is what causes both waste and shortfall.

    How much buffer should I add to the plate count?

    Ten per cent above expected attendance is the standard working buffer, and it covers late confirmations, plus ones nobody mentioned and second servings. Drop to five per cent only when the guest list is genuinely locked and mostly local. Go to fifteen per cent when the family is still adding names in the final week. The buffer is cheap insurance: running short in front of two hundred guests costs you the client, while ten per cent extra costs a known number you can see on this sheet.

    How do I calculate catering cost for a wedding?

    For each event, multiply the invited count by your expected turnout percentage to get expected attendance, add your buffer percentage, round up to a whole plate, then multiply by the per plate rate quoted for that event. Add the events together for the total. Rates differ by event because a Mehendi lunch, a Sangeet with a bar and a wedding dinner are not the same menu, so a single average rate across all events will mislead you.

    What happens to the plate count when RSVPs change?

    It moves, and it moves often. Forty guests flipping from maybe to confirmed a week before the Sangeet changes the plate count, the cost and the caterer conversation on the same afternoon. This calculator gives you a snapshot for today, which is exactly what you need when you are on the phone. It will not follow the RSVPs. WedPlan tracks RSVPs per event and recalculates the headcount as they land.

    Does this calculator store my figures?

    No. The maths runs inside your browser and no data is sent anywhere, saved, or logged. There is no export and no sign up. Close the tab and it is gone.

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