Quick answer
As a rough guide, plan 500 ml to 1 litre per person for a 3 to 4 hour event and 1.5 to 2 litres for a full day. That means about 50 to 100 litres for 100 people, 250 to 500 litres for 500 people and 500 to 1,000 litres for 1,000 people for a half-day event, plus water for kitchens and staff and a 10 to 15 percent margin.
Key takeaways
- Start with litres per person, then convert to bottles and cases.
- Plan guest water and kitchen water separately.
- Add 10 to 15 percent for extra guests, more in summer.
- Confirm bottles per case before calculating cases.
The basic formula
The simplest way to plan drinking water is: number of people × litres per person × a margin. Choose litres per person based on how long the event lasts and how hot it is, then convert litres into bottles or cans of the sizes you will use.
These figures are planning estimates for guest drinking water. Cooking water and kitchen use are separate, and your caterer may have their own numbers from experience.
Litres per person by event length
- Short event (2 to 3 hours, one snack or meal): about 0.5 litre per person.
- Half day (3 to 5 hours with a meal): about 0.75 to 1 litre per person.
- Full day (8 hours or more, two meals): about 1.5 to 2 litres per person.
- Outdoor or summer events: add 30 to 50 percent.
For 100 people
For a half-day function with a meal, plan about 75 to 100 litres for guests. In 300 ml bottles, that is roughly 250 to 330 bottles. In 500 ml bottles, roughly 150 to 200 bottles. If 500 ml bottles come 24 to a case, that is about 7 to 9 cases. Add a few 20 litre cans for the serving counter and kitchen, and a 10 to 15 percent margin.
For 500 people
For a half-day event, plan about 375 to 500 litres for guests. That is roughly 1,250 to 1,650 bottles of 300 ml, or 750 to 1,000 bottles of 500 ml, which is about 32 to 42 cases at 24 bottles per case. Many organisers use a mix: 300 ml bottles on tables, 500 ml bottles for VIPs and staff, and 20 litre cans at serving counters to reduce the number of bottles needed.
For 1,000 people
For a half-day event, plan about 750 to 1,000 litres for guests. That is roughly 2,500 to 3,300 bottles of 300 ml, or 1,500 to 2,000 bottles of 500 ml, about 63 to 84 cases at 24 per case. At this scale, refill points with 20 litre cans make a real difference to cost, storage and waste. Plan storage space and a team to distribute water through the event.
Do not forget staff and the kitchen
Cooks, servers, volunteers, security and drivers need their own water, often more than guests because they are working. Add 1 to 2 litres per staff member for the event. Kitchens and serving counters are usually supplied with 20 litre cans; ask your caterer how many they need.
Converting litres to bottles and cases
- 1 litre = about 3.3 bottles of 300 ml.
- 1 litre = 2 bottles of 500 ml.
- 20 litres = 1 can, or about 66 bottles of 300 ml, or 40 bottles of 500 ml.
- Cases: divide bottles by the bottles per case your supplier confirms.
Add a margin and plan top-ups
Guest numbers almost always change, and hot weather increases drinking. Add 10 to 15 percent to your total, and more for outdoor summer events. For large events, agree a top-up plan with a nearby supplier rather than overbuying by a large amount.
Get help calculating
Sarvajana Stores supplies packaged drinking water for events of every size around Pappampatti and Coimbatore. Send us your guest count, event length, venue and date on WhatsApp, and we will suggest a size mix and quantity, then deliver to the venue.
Questions
Frequently asked questions
For a half-day event, about 75 to 100 litres for guests, which is roughly 150 to 200 bottles of 500 ml, plus kitchen water and a 10 to 15 percent margin.
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