Have you ever been to an event—whether it’s a wedding or work party—where you didn’t have a great experience with the food?
When organizing an event, numerous crucial factors demand your attention, ranging from the budget and venue, to the menu and more. However, food is definitely one of the top experiences people will remember from the event. If the food is good, people will talk about it forever; if the food is bad, people will talk about that forever too.
Therefore, striking the right balance in ordering food is extremely important—you want to ensure that everyone enjoys a satisfying meal without generating excessive leftovers. Here’s a guide on how to determine the appropriate amount of food for your event.
Know Your Audience
Who are you planning on feeding? Understanding your audience is the first step in making informed catering event decisions.
Consider the demographics of your guests, their preferences, dietary restrictions, and cultural backgrounds. Knowing your audience will help you tailor the menu to suit their tastes and ensure that everyone can find something enjoyable to eat.
Establish the Budget
Budgeting is a crucial aspect of event planning, and catering is often a significant expense.
It’s important to think about the overall budget early on in planning, so that you know what to allocate and expect. Be sure to set a clear budget for food and beverages, and work closely with your chosen caterer to maximize value within that budget. This will help you avoid overspending and allow you to allocate resources wisely.
Consider the Type and Timing of Your Event
What type of event are you planning?
The nature of your event plays a significant role in gauging the food requirements. Whether it’s a wedding, corporate dinner, family celebration, or cocktail party, the type and timing influence people’s eating habits.
For example, longer events often see attendees returning for more food. So, it’s important to think about whether or not guests will want seconds at your event.
Determine Serving Sizes for Different Meals
To gauge the appropriate quantity of food for your event, understand the typical consumption patterns at special gatherings.
If you are planning on serving appetizers only, anticipate approximately 10-15 pieces per guest. Appetizers are usually small items that are hand-held, so people might eat more than you think. For dinner main courses, guests might consume 2-3 appetizers along with their meals. Lunch and breakfast events typically involve 2-3 pieces per person.
Not surprisingly, lunch and breakfast will most likely cost less than dinner because people typically don’t consume as much during these hours and there aren’t standard courses. If dinner is what’s decided, be sure to offer multiple main course options and a selection of two or three side dishes—encompassing starches and vegetables.
For beverages, it can be a little unpredictable. However, it is always best to overestimate as opposed to not having enough. A good starting place is to ensure provisions for three beverage servings—this could be three cups of tea, three cups of coffee, three alcoholic beverages, etcetera.
If you want to offer dessert options, it’s best to have at least two servings per guest.
Plan for Dietary Restrictions
When planning an event, be mindful of dietary restrictions and allergies among your guests. You never want to make a guest feel left out or like they can’t eat anything at your event.
Communicate with your caterer to ensure that special dietary needs are accommodated without ordering excessive amounts of specialized dishes.
RSVPs and Buffer Amounts
To further minimize food waste, include an RSVP option with your event invitations. This enables you to tailor the food order based on the responses received.
Consult with catering experts to customize your menu and finalize the headcount for precise food quantities. Additionally, consider serving methods that encourage moderation—such as having wait staff pass around appetizer trays, which tends to result in fewer pieces consumed compared to a table setup.
Final Thoughts
Ordering the right amount of food for an event is a delicate balancing act that requires thoughtful consideration and planning.
By understanding your audience, working within a budget, and collaborating with a reliable caterer, you can ensure that your event is a culinary success without unnecessary waste.
Keep these strategies in mind, and you’ll be well on your way to mastering the art of event catering.