Party Supplies Calculator
How many plates, cups, napkins, cutlery sets, ice and bin bags a party needs from the number of guests, how long it runs and what kind of food is served.
Guests use more of everything than one each: a plate and a half for finger food (two rounds), a plate plus a dessert plate for a meal, two cups in the first couple of hours and one more for every further hour, and about three napkins each.
How the party supplies calculator works
Guests use more of everything than one each: a plate and a half for finger food (two rounds), a plate plus a dessert plate for a meal, two cups in the first couple of hours and one more for every further hour, and about three napkins each. Ice runs at roughly half a kilo per guest per hour when drinks are on ice. The calculator adds 10% for spares and rounds up to whole packs.
Formula: plates = guests × per-guest rate × 1.1; cups = guests × (2 + hours beyond 2) × 1.1; ice = guests × 0.5 kg × hours
Worked examples
| Inputs | Plates | Note |
|---|---|---|
| 30 guests, 4 hours, finger food | 50 | 50 plates, 132 cups, 60 kg ice |
| 50 guests, 5-hour dinner | 110 | 110 plates, 275 cups |
| Kids’ party: 15 guests, 2 hours | 25 | 25 plates, 33 cups |
FAQFrequently asked questions
Why so many cups?
People put a cup down and take a fresh one, especially at a stand-up party. Two per guest in the first two hours plus one an hour after that is what runs out last; disposable cup counts are the item hosts most often get wrong.
How much ice do I really need?
Chilling drinks in tubs takes far more than glasses do — half a kilo per guest per hour is the caterers’ rule for a warm day. If drinks come cold from the fridge and ice is only for glasses, a quarter of that.
What about glasses instead of disposables?
Hire about 1.5 glasses per guest for a short event and two for a long one, since they get washed and reused less than you hope. Wine and water glasses count separately.
Do children count as guests?
Yes for plates and cups — they use more, not fewer — but not for ice or cutlery at a finger-food party. Count them in the guest number.
Where these figures come from
- US FDA Food Code — food service guidance — holding and service context behind catering quantities
- Food Standards Australia New Zealand — the binational food regulator
Last checked: September 2026. Portion and spacing figures are standard catering and event-industry conventions, stated on each page.