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Feast Budget -Or- Calculating the Costs of the Feast





You have bit the bullet. You have submitted a feast bid, and have been chosen to put together the feast! Congrats!!! Even before you were given the bid, you were probably given some numbers that included the expected budgeted funds and the number of diners you were expected to feed.  Before we go into the budget and calculating the cost of the feast, let's talk about the expected number of diners.

Many times the number of diners you are given will not be easily divisible by the number of servings per table (usually 6 or 8). This can create a potential problem when it comes to serving your food at feast.  So please be sure to find out from the individual who is hosting the event how many diner's are expected to sit "per table" before you discuss budget. Most SCA feasts will expect tables of 8 diners,so the numbers of diners  you will be expecting to feed should be easily divisible by 8.
Example: 
Budget $400
Expected number of diners: 60
Number of seats per table: 8
Cost per diner: $8.00 
Question: Does the number of expected diners include or exclude head table?  How many diners are you expecting at head table?

Using the example above, and assuming that number includes 8 seats for head table.  The expected number of tables that you will be cooking for is 7 1/2.  A half table? πŸ˜•

One of the tables that will be seated will only have four diners. This means it will only need half the amount of servings of food then the other 7 tables. To avoid this dilemma, you should ask the autocrat, or the person you are in contact with regarding the feast, to either increase -or- decrease the number of diners you are expected to serve.   By increasing or decreasing the number of diners to a number that is easily divisible by the number of seats per table, serving will be a breeze. There is no need to calculate for half a table, nor is there a need to worry about the half servings going out to the wrong table.




When do you calculate the cost of your feast? How do you calculate your costs, and what numbers do you need? What happens if you are over budget? Is there a way to offer the feast you want without sacrificing the menu?

Before you submit the bid it is always a good idea to do a preliminary cost analysis so that you have a rough of idea on what you will be spending. However, once you have been given the bid, you will want a much better set of numbers. Remember, at this point the menu proposed will not be the "finalized" menu.

My preference is to calculate my numbers after I have expanded the recipes and know what I need.  At this point in time my menu's are usually very fluid and are not concrete.  There are two numbers I rely on at this point to make sure I stay within budget; the cost per table and the cost per person. With these two numbers I have an easy way to check if  a specific dish will be within or out of budget.

Helpful hint:  When calculating costs, it is important to remember that approximately 25-30% of your budget will be items that are -not- food related.These items may include; serving plates, or serving ware, trash bags, first aid kits, kitchen timer's and thermometers, storage bags, aluminium foil, plastic wrap, dish washing liquid  etc.  which are not food items, but necessary to a successful feast.

At this point I have a rough idea of what I want to serve on the menu.  Menu planning is a class in and of itself so I won't be discussing it here. In order co calculate my cost per table and my cost per person, I want a detailed list of my grocery items, including non food items.  I always round up to the next available whole and I -always- calculate the cost of the items I intend to purchase at the full, not the sales, cost.

Ideally, when preparing a feast  there is at least two months lead time. Many vendors are happy to donate items to a NPO--but many require at least a six week lead time to get approval from home office.  The more lead time, the more availability of donated or discounted goods, the more you can offer on the menu.

Why do I calculate a cost per table and a cost per person? Some items, like bread, are easier to calculate on a per table basis.  I usually plan for 1 1/2 loaves of bread per table.  In our scenario above, 12 loaves of bread will be enough to feed the diners.  Other items, like meat are easier to calculate on a "per person" basis.  Roughly 4-6 ounces of meat, per course per diner is the usual allotment. To feed 64 diner's roasted pork in the second or third course, I would need roughly 16 pounds of roast pork, divided into two pound portions. 

Once I know I am within budget, I can finalize the menu, post it at least four weeks prior to the event, set clear expectations on a cut off date (usually two weeks prior to the event) for special accommodation requests, and post an allergen chart. Now the fun begins, purchasing the grocery items--take advantage of the sales, bogo's, donations and mark downs!

If you find that you are over budget and you don't want to sacrifice your menu there are ways that you can fall back into budget.  As mentioned above, sales are a good way to stay under budget, as are donations from organizations willing to donate to NPO's.  Another tip is to look within the menu for things you may have budgeted for but can make yourself.  For example, bread crumbs made from bread purchased on the mark down bin, or stocks that you make yourself. 

I often find myself planning ahead with an eye towards "the next feast".  Occasionally I have purchased items seasonally, prepared them and then served them later in the year at an event.  Examples of such items include vegetables or fruit bought in seasoned, prepared and then frozen or canned towards a future event.  A lot of dishes that are preserved get better with time. I have also purchased premium meats seasonally or on sale and kept them frozen with an eye towards the future event.

I have also donated items to an event.  I enjoy making jellies, pickles, fruit pastes, candies and comfits.  I find them relaxing past times and they make great gifts for family, friends, co-workers.  I almost always have some on hand.  I like rounding out my dessert course with a selection of sweets.

If all else fails, tweak the menu.  Remember that pork roast? There are times when pork roast can be cost prohibitive.  However, pair that pork roast (chunked or sliced) with meatballs made from ground beef, and you can use less pork per table then you expected to. Serving a high end cheese at the end of the meal, which was done in period, rather then at the beginning is also a budget saving strategy.  People will eat less of a premium item at the end of the meal then they will at the beginning. How you serve an item is as important as what you serve. Items that are pre sliced, or chunked look like there is more there then an item served uncut. Look at it--if it looks like it is enough, given it's placement in the meal, it probably is.


Cost per table: Budget/# of tables
Cost per person: Budget/# of diners 
Number of tables: Diners/Number of seats  
Number of servings: Number of Tables + Kitchen + Servers + head table 
Number of Diners should be divisible by Number of Seats per Table  

Out of a Spice? Spice Substitution Chart for Cooks: Historical and Modern Alternatives

Spice Substitution Chart: Historical and Modern Swaps for Home Cooks

Missing mace in your recipe? Can't find grains of paradise?

Whether you’re preparing a medieval feast or just need a quick fix in your kitchen, this searchable spice substitution chart has you covered. We’ve included practical replacements as well as historically inspired ones for cooks, reenactors, and food history fansalike.From cinnamon and clove to rare spices like grains of paradise or long pepper, these tried-and-true swaps will help you adapt your dish without sacrificing its character. This guide has your back—with simple, historically-informed spice swaps that work.

Historical Spice Substitutions

In medieval and Renaissance cookery, substitutions were not only practical—they were essential. Spices were seasonal, expensive, and sometimes regionally unavailable. Manuscripts like Forme of Cury and Libro de arte coquinaria often called for specific blends, but household cooks made adjustments depending on what they had access to.

This list reflects both modern flavor compatibility and known historical usage, offering flexibility without losing the spirit of the original recipes.

How to use these substitutions: When replacing a spice, start with a smaller amount and adjust to taste—some spices (like clove or cardamom) can easily overpower a dish. If you're working from a period recipe, consider the spice's humoral qualities or symbolic role; substitutes may shift the intent of the dish slightly.

Need measurement conversions instead?
If you're looking for how many tablespoons are in an ounce of a specific spice, check out our full conversion guide: Spice Measurement FAQ – Ounces to Tablespoons .

πŸ“– Jump to a Section

πŸ₯„ ✶ ✷ ✶ πŸ₯„

πŸ§‚ Common Kitchen Spices

Original Spice Suggested Substitute Notes
Cinnamon (Ceylon) Cassia or Saigon cinnamon More pungent than Ceylon—use slightly less.
Nutmeg Mace Very close—mace is just the outer covering of nutmeg seed.
Clove Allspice or nutmeg Allspice for warmth; nutmeg for milder tone.
Ginger Galangal or allspice (small amount) Galangal is spicier; allspice has sweet notes.
Paprika Smoked paprika or chili powder Use smoked version for depth; chili powder adds heat and color.
Allspice Equal parts cinnamon, cloves, and nutmeg Flavor blend mimics warm, pungent tone of allspice.
Garlic Onion, shallot, or garlic chives 1 clove = 1 tsp chopped = 1/8 tsp powder = 1/2 tsp flakes or juice.
Onion Powder Leeks, shallots, or green onions 1 small onion = 1 tsp powder = 1 tbsp flakes.
Black Pepper White pepper or grains of paradise Use white pepper for lighter appearance; grains of paradise for floral kick.
Cumin Caraway, coriander, chili powder, or garam masala To mimic, use half the amount and combine with warm spices.


🌿 Herbs & Leafy Additions

Original Herb Suggested Substitute Notes
Basil Oregano, thyme, tarragon, or summer savory Blend parsley and celery leaves for a milder herbal profile.
Bay Leaf Dried thyme or oregano 1 fresh = 2 dry; 1 dry = ¼ tsp crushed; strong earthy base note.
Chervil Parsley + tarragon or fennel leaves Mild with slight anise note; often used in fines herbs.
Chives Green onion tops Mild onion flavor; used fresh in garnish or compound butters.
Dill (Fresh) Tarragon or fennel leaves Good in sauces for fish and egg dishes; fennel mimics appearance.
Lovage Parsley + celery leaves Celery-like bite; excellent in stocks and medieval pottages.
Marjoram Oregano, thyme, sage, basil, or summer savory Oregano is stronger—use 2 parts oregano to 3 parts marjoram.
Mint Fresh parsley + dried mint, or basil Used for brightness or garnish—avoid in hot dishes unless intended.
Oregano Marjoram, thyme, basil, or summer savory Marjoram is milder; use slightly more when substituting.
Parsley Chervil, celery tops, or cilantro Cilantro is stronger; chervil is closer in texture and tone.
Rosemary Sage, thyme, or savory Earthy, piney herb; use thyme for a cleaner flavor profile.
Sage Poultry seasoning, rosemary, or thyme Classic with meats; pairs well with onion, apple, and fat-rich dishes.
Tarragon Dill, basil, marjoram, fennel seed, or anise seed Has an anise tone; marjoram is the best match in cooked dishes.
Thyme Oregano, savory, marjoram, or Italian seasoning Found in many blends; subtle floral bitterness enhances soups, roasts.


🏺 Historic & Rare Spices

Original Spice Suggested Substitute Notes
Grains of Paradise Black pepper + cardamom Floral, hot, and citrusy; key spice in medieval recipes.
Long Pepper Black pepper + ginger Slightly sweet, earthy heat; blend to mimic profile.
Cubeb Allspice + black pepper Sharp, resinous; sometimes likened to a cross between clove and pepper.
Galingale Ginger + pinch of cinnamon Used in meat sauces and pottages; sharper than ginger alone.
Hyssop Sage Bitter, slightly minty; used in sauces and as an aromatic.
Mastic Frankincense, gum arabic, xanthan gum Used in sweets and syrups; subtle piney aroma. Test for texture!
Sandalwood (Saunders) Annatto (for color only) Used historically as red coloring in food; no flavor substitute.
Borage Spinach, escarole, or burnet Cool, cucumber-like green used in salads, soups, or syrups.
Lovage Parsley + celery leaves Very celery-forward; a historic staple in broth and stew bases.
Angelica Lovage or tarragon Stems can be candied; anise and celery tones in flavor.


πŸ§ͺ Blended Mixes & DIY Replacements

Spice Blend Suggested Substitute Notes
Apple Pie Spice 4 parts cinnamon + 2 parts nutmeg + 1 part cardamom Optional: Add 1 part allspice for a warmer profile.
British Pudding Spices Pumpkin pie spice or allspice Historic blend: grind cinnamon, cloves, mace, nutmeg, coriander, allspice.
Bouquet Garni Parsley + thyme + bay leaf OR basil + marjoram + savory Tie fresh herbs or bundle dry in cheesecloth for easy removal.
Curry Powder Equal parts coriander, cumin, turmeric, ginger, pepper Alternate DIY: 4 parts coriander, 2 parts cumin + turmeric, 1 part ginger.
Five Spice Powder Black pepper, star anise, cinnamon, cloves, fennel (equal parts) Used in sweet or savory Chinese and Middle Eastern dishes.
Garam Masala Cumin, pepper, cloves, nutmeg OR curry powder DIY: Cardamom, coriander, cumin, pepper, cloves, cinnamon, nutmeg.
Herbes de Provence Thyme, savory, lavender, and rosemary DIY: 4 parts thyme + 4 savory + 2 lavender + 1 rosemary.
Pumpkin Pie Spice Cinnamon, ginger, nutmeg, mace, cloves (equal parts) Alternate: 4 parts cinnamon + 2 parts ginger + 1 each of others.
Quatre Γ‰pices Nutmeg, ginger, cloves, white pepper Used in pΓ’tΓ©s, stews, sausages; sub with five spice or nutmeg.
Seasoned Salt Salt + paprika + mustard + oregano + garlic + onion powder DIY: 1 cup salt + 2.5 tsp paprika + 2 tsp mustard + 1.5 tsp oregano, etc.
Pickling Spice Mustard, dill, coriander, bay, chili flakes Optional: peppercorns, celery seed, cloves for variation.
Ras el Hanout Spice mix with cumin, coriander, ginger, pepper, cinnamon Used in North African dishes; often over 12+ spices.


🎨 Colorants, Gums & Functional Additives

Ingredient Suggested Substitute Notes
Saffron Turmeric, safflower, marigold, annatto, food coloring Color is replaceable; flavor is unique. Use turmeric for warmth.
Turmeric Mustard powder or mustard + saffron Turmeric adds color and slight bitterness; 1 piece fresh = 1 tsp ground.
Sandalwood (Saunders) Annatto (color only) Used as red food dye historically; no flavor substitute.
Mastic Frankincense, gum arabic, xanthan gum Used to thicken or add aroma in sweets and syrups.
Gelatin Agar agar, pectin, or xanthan gum Use plant-based substitutes for vegetarian/period-friendly recipes.
Mustard Powder Prepared mustard, wasabi powder, or horseradish Use prepared mustard carefully—adds liquid and acidity.
Garlic Granulated Garlic powder or fresh minced garlic Stronger than powder; 1 tsp granulated = ~2 cloves fresh.
Sugar, Brown White sugar + molasses 1 cup brown = 1 cup white + 1–2 tbsp molasses (light or dark).
Sugar (White) Honey or maple syrup Reduce liquid in recipe when using syrups; flavor will vary.
Sumac Lemon zest + salt, lemon juice, or vinegar Provides tang and acidity; best dry sub is zest + salt.

✨ Have your own favorite spice swap? Leave a comment and share what’s worked in your kitchen—or tag @giveitforth with your medieval makeovers!