Running out of food is the mistake everyone remembers. Ordering far too much wastes money. A few simple habits get you close.
Start from confirmed guests, not invitations
Base the order on people who have confirmed. Then add a small buffer for walk-ins and last-minute additions. Many caterers suggest a buffer of roughly 5 to 10 percent, and your caterer can advise for your type of event.
Think about what the food is for
- Tea breaks are a top-up. Guests will usually take a drink and a snack or two.
- Working lunches are a full meal. Plan for every guest to eat properly.
- Evening events that replace dinner need more food than a drinks reception.
Plan multi-day events day by day
Attendance often drops or changes between days. Confirm numbers for each day separately, and tell your caterer if the mix of guests changes.
Count dietary needs separately
Give your caterer a clear number for each dietary group, such as vegetarian, vegan, halal and gluten-free. It is better to prepare a measured portion for each group than to hope the main dishes stretch.
Stagger the queue
Large groups serve faster from more than one line. Ask your caterer how many serving points they recommend for your guest count, so food stays hot and nobody waits long.
Not sure of your numbers? Send us what you know and we will help you work out a sensible plan. You can also read the full planning checklist.
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