Coffee catering calculator

It uses Goodhart Coffee’s own espresso catering packing list, refined over 10+ years and thousands of coffee catering events serving millions of guests. The default yields come from their event records; the podcast explains how they track and refine them. Use Adjust assumptions to match your menu. For equipment, backups, and loading tips, see our packing guide below.

Justin Goodhart, episode 33: calibrating event supply yields

Start with 1 drink per guest. Some people order twice and others skip coffee; those generally balance out. Goodhart packs 20% extra for regular events and 30% extra for slower events, where shorter lines encourage repeat orders. Small events also keep a minimum of 35 drinks of supplies per barista-hour: the calculator uses whichever packing amount is higher.

Plan on 50 drinks per barista per hour. Each barista needs equipment capacity to work independently; a second person sharing one machine does not double output. When an event needs more time or baristas, the calculator flags it and packs for what your setup can serve, plus a buffer.

Justin Goodhart, episode 45: event capacity and equipment limits

This calculator is designed for espresso catering. Drip coffee needs a separate calculation based on your brew ratio and cup size.

Justin Goodhart’s rule of thumb for milk choices is 56% whole milk, 28% oat, and 16% almond. That means planning for about 44% alternative-milk orders, with more oat than almond. The calculator’s default milk yields build this mix into your packing list and round up to whole gallons and quarts. Start here, then adjust the yields to match your audience and what you use at events.

About 25 double-shot drinks at an 18 g dose. A 5 lb bag covers roughly 125 drinks. Allow for dial-in waste when adjusting your coffee dose.

For 100 guests over 2 hours with 1 barista, pack 3 gal of whole milk, 6 qt of oat, 4 qt of almond, and 2 qt of half and half. These quantities cover the whole menu, including black coffee and alternative milks. They assume 8 oz hot drinks and 12 oz iced drinks.

Goodhart packs a gallon of whole milk per 40 drinks, a quart of oat per 20, a quart of almond per 35, and a quart of half and half per 90. Track what you use across an event, then update these yields in Adjust assumptions. Lower a yield to pack more of that milk. Measurements are US gallons and quarts.

Justin Goodhart, episode 33: calibrating event supply yields

A 10 lb bag covers about 150 drinks on a mixed hot and iced menu. This is ice served in drinks; pack cooler ice separately. For an iced-heavy menu, lower drinks per bag in Adjust assumptions.

About a gallon per 20 drinks, including rinsing and steam wand purges. For services lasting 3 hours or longer, bring a second wastewater jug.

Goodhart simplifies packing with one 12 oz paper cup for both 8 oz hot drinks and 12 oz iced drinks. The calculator includes one cup and lid per packed drink. If you use separate hot and cold cups, divide the total based on your expected orders and match the lids.