5 How Much Food to Prepare

To determine how much food to plan for a catered event, you need to consider the type of event, guest type and count, duration, guest count, and meal format. It is helpful to keep notes after each event about how accurate your plan was, so it can be adjusted for future events. Here’s a simple guide to help you estimate, but keep in mind this will vary:

Guest Count

Start with an accurate headcount. Always plan for a few extra people (5–10%) in case of unexpected guests or larger appetites. Be sure to cover how you handle extra guests in your contract.

Guest Type

Think about who will be attending this event. Is it a birthday party for children?  A breakfast for an ice fishing tournament that is mostly men?  Dinner for a group of teenage boys? A ladies’ luncheon? The age and type of guest will play a role in the amount of food you will need. Be sure to cost out the amount of food that will be provided for each event.

Event Duration

The amount of food needed will depend on both how long the event will last and the time of day. If it is at dinner time, then expect guests to eat more than if it is a mid-afternoon event.

• 1–2 hours: Light snacks/appetizers
• 2–4 hours: Heavier appetizers or a full meal
• 4+ hours: Full meal plus additional snacks or late-night bites

Meal Format

Plated Meal (Sit-down Dinner)

This will depend on the number of courses your guest is looking for, but here is one suggestion.

• Appetizer: 1 per person
• Salad: 1 per person
• Main course: 6–8 oz of protein, ½ Cup of starch, ½ Cup of vegetables per person
• Dessert: 1 serving per person

Buffet

This will depend on the number of items the guest desires, but here is an example:

• Two appetizers- portion size varies by the chosen appetizer
• Soup:  6 ounces per guest
• Proteins: 6–8 oz per person (2 options: estimate 3-4 oz each)
• Starches: ½ Cup Per Person
• Vegetables: ½ Cup per person
• Bread/Rolls: 1-1.5 pieces per person
• 2 Salads: 1/2 cup of each salad per person (could be adjusted based on salad choice popularity)
• 2 Dessert Choices: 1 small serving of each per person

Cocktail Party (Passed Appetizers) Depends on clients and time of day.

• 8–12 pieces per person (light event)
• 12–15 pieces per person (if it’s replacing dinner)

Breakfast or Brunch

• Eggs: 2 per person
• Breakfast meat (bacon/sausage): 2–3 pieces per person
• Pastries: 1.5–2 pieces per person
• Fruit: 4–6 oz per person

Beverages

This will vary depending on the type of guests, if the client is paying, and by event type. Be sure to ask the client about their expectations of alcohol consumption for their guests.

• Water: 1.5-2 per person
• Soft drinks: 2 per person
• Alcohol: Estimate 2 drinks for the first hour, 1 per hour after that

Keep records after each event as to how much food and beverage you prepared and how much was left over, or if you ran out of something. This will help you adjust for your next event.