How Much Food Do You Need? Estimating Quantities for Your Guests

Running out of food is every host's fear, so many people over-order. The result is wasted food and wasted money. With a little planning, you can get quantities right.

Start with an accurate headcount

Your guest number drives everything. Count confirmed guests, then add the people who are often forgotten: speakers, facilitators, drivers, photographers, security and support staff.

Add a sensible buffer

For most events, plan for a small buffer above your confirmed number to cover late arrivals and unexpected guests. Your caterer can advise on the right margin for your type of event.

Consider the time of day

Guests eat more at lunch and dinner than at breakfast or evening tea. A long programme with no break also means bigger appetites.

Consider the type of event

Trainings and workshops bring steady, predictable numbers and regular meal times. Weddings and introductions can grow on the day, so plan generously. Cocktail events see guests eating lighter but over a longer period.

Balance the menu

Offer a mix of starches, proteins, vegetables and salads. When the menu is balanced, guests are less likely to overload on one dish and run it out.

Plan drinks and water

Water is easy to forget. For daytime events we recommend at least two bottles per person per day.

Let your caterer do the maths. Share your details with us and we will build the quantities into a clear quotation.

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