So, you’re catering for an event. Whether it’s a big or small occasion, you will need to calculate the right food portions for the day. That may seem like quite a big ask but, thankfully, there are some simple methods of getting a pretty accurate estimate.
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As you know, everyone eats different amounts. Some people eat small portions of food, while others eat large portions – and then some more. That is why it can seem daunting to calculate food portions for catering.
But, we are here to help. In today’s blog, we will be guiding you through some ways of calculating food portions for catering, so guests do not go without food, and you don’t end up with mounds of leftovers.
By the end of this article, you will hopefully have a better understanding, so your catering goes off without a hitch.
Read our Finger Food Catering Ideas for some menu inspiration
Calculate The Number Of Guests
It may seem obvious, but before you order in food, you need to get a headcount of the number of people attending your event. Knowing how many attendees there will be is arguably the most important step.
If nothing else, knowing the number of guests means you can estimate the portions needed in bulk. Ultimately, you can then prevent food wastage after the event. After all, you really don’t want to pay for and provide food that is never going to be eaten due to fewer than expected guests. We recommend gathering this data around two or three days before an event, so you have sufficient time to plan properly.
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Generally speaking, if you’re catering for a sit down meal, each guest will eat a single portion of food. But, for a buffet, things are slightly different. You will require a lot more food as people will serve themselves. And, let’s face it, most of us go overboard at buffets!
If you choose appetisers, main dishes, desserts, and drinks, you can then calculate the amount of each food needed to ensure you don’t run out.
While the amount of people going may alter, regardless of whether they RSVP or not, this remains a great approach when estimating how much food to buy.
Top Tip: Of course, you are maybe catering for someone else’s event. If so, request that they establish an RSVP deadline, so you can gather a more accurate head count.
Is A Catering Business A Good Idea? See our post if you are thinking of starting one
Menu
The type of event you’re arranging determines the catering menus and serving amounts. When arranging a corporate event, for example, you are more likely to consider dietary requirements than when organising a get-together party with friends and family.
Of course, you should still be vigilant of people’s dietary needs, but for corporate events, you will probably be dealing with a lot more people.
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The Event’s Time
Discuss the date and time of the function with the host, as this may affect the amount of food you need to prepare. For example, an after-dinner event is unlikely to require as much food as an all-afternoon affair.
Always anticipate serving more food for mealtime events. For these events, such as breakfast, lunch, and dinner, guests will always be expecting a full meal.
However, if your meal is not in peak-time, like mid-afternoon or in the evening, smaller, snack-sized portions should suffice.
Have you thought of hiring a professional catering company? Check our article on Jeeta Catering for some info
Portions Per Person
You should calculate the exact portions of food for each person. A decent estimate for the amount of food to serve to one guest is approximately 1.5 pounds (600g). Divide this by the number of servings, taking into account the main course, as well as the smaller side dishes.
A Food Truck can be a fun way to cater an event. See more here
Order Additional Cheaper Foods
If you’re worried that the main food for the event will run low or even run out, we suggest ordering cheaper foods such as salad, potatoes, pasta, rice and bread. These are excellent for filling people up and are inexpensive, making them terrific choices for back-up servings.
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Remember, you shouldn’t have to stress about running out of food. Simply stock up on a handful of your inexpensive side dishes or snacks, and you should be covered.
For more tips, take a look at our piece on Catering For 100 Guests On A Budget
Follow Your Budget
You do not want to end up delivering less food than required or serving too much food. This is why you need to make sure you communicate financial details throughout the planning process.
Some hosts will wish to keep costs low, while others may have no such concerns. Discuss the projected menu and flag any potentially expensive items. This way, you should be able to stick to your budget more easily.
Are you worried about ensuring food is chilled? See our post on
Appetisers During Meal Time
Knowing how many appetisers to serve is important when it comes to calculating food portions for catering.
For the main meal, you should plan for each guest to eat around 8 to 10 appetisers. For non-sit-down dinners, you should have enough d’oeuvres for each guest to enjoy for at least 8 hours. Then, simply multiply this by the number of guests attending and the hours the vent will last for.
This should give you a pretty accurate estimate for appetisers. If the sit down meal is later, you should prepare 3 or 4 appetisers. Each one will count as 1 bite per serving. For appetisers before a meal, each guest will typically eat 3 to 4 per hour.
Multiply this by how many guests there are and the hours the event will last and this will, again, give you the quantity of appetisers required.
We have some great Finger Food Platter Ideas for you to make
Guidelines
While there is no definite method to calculate food portions perfectly for catering, you can follow some general guidelines. These are set out below:
- Make sure you have more main dishes than appetisers/side dishes.
- Always pay close attention to dietary requirements and requests.
- Round up your estimates rather than down.
- Multiply the number of people attending the event by three to calculate the appetisers needed.
- Remember, people typically eat more at buffets, so order more in for these events.
- Keep an allowance to cater for more guests than you anticipated.
Not sure on how many trays of food this will add up to? See on article How Much Food Does A Full Tray Feed?
In Summary
Calculating food portions for catering can be a little tricky. But, if you follow certain formulas set out above, you can usually get a pretty accurate estimate of what is required.
We hope this has helped you prepare for your next big catering event!
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Dylan Cole
When it comes to great places to eat in Australia, the list really is endless. There are so many different restaurants, cafés, and chains to try that you really are spoiled for choice. From Italian food, to Japanese food, to a good ‘ole rump steak, the food options are endless.
This is why I decided to set up my blog, Eatability, to share the best food and drink spots in Australia with as many people as possible. Hi, my name is Dylan Cole, and I moved to Australia five years ago from England, UK.
Through this blog, I will be sharing and recommending some of my favorite places you need to visit, such as where to find the best pizza in Adelaide, and the best bakery in Brisbane. Whatever food you are fancying, I have got you covered!
Latest posts by Dylan Cole (see all)
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As a seasoned catering enthusiast with extensive experience in the industry, I understand the intricate details involved in successfully planning and executing catering events. My background includes a deep understanding of food portions, menu planning, and budget management. Allow me to delve into the concepts discussed in the article you provided.
Calculating the Number of Guests: Determining the number of attendees is a fundamental step in planning any catering event. Accurate headcounts are crucial for estimating food portions and avoiding unnecessary wastage. It's advisable to gather this data a few days before the event to allow for proper planning.
Menu Planning: The type of event plays a significant role in shaping the catering menu and serving amounts. Corporate events, for instance, may require more consideration for dietary needs compared to casual gatherings. Understanding the nature of the event helps tailor the menu accordingly.
Considering the Event's Time: The timing of the event influences the amount and type of food needed. Mealtime events, such as breakfast, lunch, and dinner, generally require full meals. On the other hand, events during off-peak times may necessitate smaller, snack-sized portions.
Portions Per Person: A crucial aspect is calculating the exact portions of food per person. A common estimate is around 1.5 pounds (600g) per guest, considering the main course and side dishes. This ensures that there's enough food for everyone without excessive leftovers.
Ordering Additional Cheaper Foods: To address concerns about running out of the main food, ordering additional cheaper options like salad, potatoes, pasta, rice, and bread is a strategic move. These items are cost-effective and can serve as backup options to prevent food shortages.
Following the Budget: Effective communication about financial details throughout the planning process is vital. Discussing the projected menu and identifying potentially expensive items helps in adhering to the budget set by the host.
Calculating Appetizers: Determining the quantity of appetizers involves considering factors such as the event's duration and whether it's a sit-down meal or not. Providing 8 to 10 appetizers per guest for a main meal and planning for 3 to 4 appetizers for pre-meal events is a general guideline.
Guidelines for Catering Portions: While there's no foolproof method for perfect portion calculation, some guidelines include having more main dishes than appetizers/side dishes, paying attention to dietary requirements, rounding up estimates, and being prepared for unexpected guests.
In summary, successful catering involves meticulous planning, considering various factors such as the type of event, guest count, and budget constraints. Following these guidelines can help ensure a seamless catering experience, leaving both hosts and guests satisfied.