Cost, dosing & menu maths
Matcha for Events and Catering: Quantities and Cost per Guest
Planning matcha for an event comes down to how many guests will actually order it, how many drinks each of them has, and how much powder you lose on site. Multiply guests by uptake and drinks per drinker to get the number of drinks, multiply by your dose, then divide by (1 − loss %) to get the grams you need to bring. Nobody can give you the uptake figure in advance, so this article gives you the formula and a worksheet, with every assumption marked as an example to replace.
The planning formula
Work through it in four lines:
- Matcha drinks = guests × uptake % × drinks per matcha drinker
- Grams used = matcha drinks × grams per serving
- Grams to bring = grams used ÷ (1 − loss %)
- Matcha cost = grams to bring × price per kg ÷ 1,000
Then divide the matcha cost by the number of guests for matcha cost per guest, or by the number of drinks for matcha cost per drink.
Line 3 is the usable-quantity formula from matcha cost per serving turned around: usable quantity = purchased × (1 − loss %), so the quantity you need to purchase is the usable quantity divided by (1 − loss %).
Worked example: a 120-guest reception
Every input below except the price is an example to show the arithmetic. Replace them with your own figures.
| Input | Example value |
|---|---|
| Guests | 120 |
| Uptake (share of guests who order matcha) | 40% (example) |
| Drinks per matcha drinker | 1.5 (example) |
| Dose per latte | 2 g (example) |
| Loss on site | 15% (example) |
| Product | Ceremonial Barista Matcha, 1 kg at €195.00/kg excl. VAT |
- Matcha drinks: 120 × 0.40 × 1.5 = 72 drinks
- Grams used: 72 × 2 = 144 g
- Grams to bring: 144 ÷ (1 − 0.15) = 144 ÷ 0.85 = 169.4 g
- Matcha cost: 169.4 × €195.00 ÷ 1,000 = €33.04 (unrounded €33.0353)
Matcha cost per guest: €33.04 ÷ 120 = €0.28. Matcha cost per drink: €33.04 ÷ 72 = €0.46, which is the 2 g cost of €0.39 raised by the 15% loss (€0.39 ÷ 0.85 ≈ €0.46).
Prices are excl. VAT at the time of writing (November 2026); check the product page for the current price. This is the matcha cost only. Milk, cups, lids, staff, equipment hire and transport come on top.
How uptake changes the plan
Uptake is the figure you know least about, so plan a range rather than a single number. Same example inputs as above, with only uptake changed:
| Uptake (example) | Drinks | Grams used | Grams to bring (15% loss) | Matcha cost excl. VAT | Per guest |
|---|---|---|---|---|---|
| 20% | 36 | 72 | 84.7 | €16.52 | €0.14 |
| 40% | 72 | 144 | 169.4 | €33.04 | €0.28 |
| 60% | 108 | 216 | 254.1 | €49.55 | €0.41 |
Two practical consequences follow. First, at these quantities a single 1 kg bag covers even the high case several times over, so the question is rarely "do we have enough" but "how much do we decant and take along". Second, quoting a client on the high case protects you; the difference between 20% and 60% in this example is about €33 of matcha.
Setting the uptake and loss assumptions
Use your own history where you have it. Some ways to get a defensible number:
- Past events: matcha drinks sold ÷ guests at a comparable event.
- Your café: matcha share of all drinks sold on a typical day, as a starting point for a similar crowd.
- The client brief: a matcha-themed launch is a different event from a conference coffee break. Ask the client whether matcha is promoted or just on the list.
- Drinks per drinker: short receptions and long days differ. Count service windows (arrival, break, lunch) and estimate per window.
Loss tends to be higher at events than behind your own bar: a new station, a different water source, hurried prep, test drinks to dial in. Treat the 15% above as an example, then measure it: weigh the decanted matcha before and after, and count drinks served.
Adding a premium pure serve
Some events include a small pure matcha moment, such as usucha served in bowls for a VIP group. Run the same formula separately for that serve with Ceremonial Matcha for pure preparation at €265.00 per kg excl. VAT.
Example: 30 bowls at 2 g with 10% loss (both example values).
- Grams used: 30 × 2 = 60 g
- Grams to bring: 60 ÷ 0.90 = 66.7 g
- Matcha cost: 66.7 × €265.00 ÷ 1,000 = €17.67 (unrounded €17.6667)
Keep the two products in separate, labelled containers so the premium powder is not used in lattes by mistake.
Fill-in worksheet
| Line | Your value | Example |
|---|---|---|
| A. Guests | [ ] | 120 |
| B. Uptake % (decimal) | [ ] | 0.40 |
| C. Drinks per matcha drinker | [ ] | 1.5 |
| D. Matcha drinks = A × B × C | [ ] | 72 |
| E. Grams per serving | [ ] | 2 |
| F. Grams used = D × E | [ ] | 144 |
| G. Loss % (decimal) | [ ] | 0.15 |
| H. Grams to bring = F ÷ (1 − G) | [ ] | 169.4 |
| I. Price per kg excl. VAT | [ ] | €195.00 |
| J. Matcha cost = H × I ÷ 1,000 | [ ] | €33.04 |
| K. Matcha cost per guest = J ÷ A | [ ] | €0.28 |
Round line H up to a convenient container size and add a small buffer for dialling in at the start of service.
On-site points that affect the numbers
- Pre-weighed doses in small sealed containers keep the dose honest and make counting easy afterwards.
- Water: if the venue's water differs from yours, make one test drink on arrival before service starts, and count it as loss.
- Speed: a queue changes how carefully drinks are made. Speeding up matcha service at peak hours covers station layout and pre-mixing options.
- Mobile setups: carts and festival stands have their own constraints; see matcha for events and mobile coffee carts.
- Leftovers: bring decanted matcha back sealed and use it first in your café.
Next step
Fill in the worksheet with your client's guest count and your best uptake range. If you have not used the product at an event before, order a 10 g sample and make one test drink with the venue's water type, then order the 1 kg bag.