Getting portion sizes right is absolutely critical for event success, yet it's an area where many caterers and event planners struggle. In this comprehensive guide, I'll share my expertise on calculating catering portions per person, ensuring your events are always perfectly portioned.
A classic mistake by many newbie caterers is overestimating how much food the event needs. They overestimate how much food guests will consume. This can lead to a lot of wasted food which also eats into profits. However, on the other hand, not having enough food can be a disaster. In my experience, you do NOT want a roomful of hungry guests!
But as caterers get more experience, they understand the importance of proper portion sizes. Experience with real world catering, means that adjustments should be made on the specific event context. Below is an example of the portion sizes you could use as a starting point.
The above numbers are baseline figures. It is important to always consider events on a case by case basis and consider the specific details before finalizing portions.
The setting of the event is key. Indoor tends to need smaller portions whereas outdoor events tend to need more.
Over the years, I've identified several crucial factors that can significantly impact portion requirements. Here are some key elements to consider:
Whether the event is formal or not can play a role in deciding portion sizes. For instance, for a black tie gala, there could be small plated portions spread across multiple courses. This means that presentation is important and variety over quantity.
On the other hand, for more casual events, guests tend to serve themselves larger portions and so the caterer should plan for this. At an outdoor wedding reception I attended, the catering company prepared 8 oz portions of pulled pork for the buffet. This was different compared to the 6oz they might normally serve for a plated dinner.
Cater to your audience! It is so crucial for portion planning. In my experience, events with younger guests usually eat larger portions. Example: when I attended a college alumni event recently, the caterer said that they had increased their standard portions by 25 per cent to account for larger appetites.
In contrast, older guests at events in more sedentary settings may require smaller portions. I attended a luncheon for a retirement community and the caterer had reduced their portion sizes by 15 per cent for the main course, but increased the side dishes and dessert options.
Another thing that should be taken into consideration is the actual length of the event. For instance, for longer events, you should plan for extra food. An example: an all day corporate conference I attended, the caterer served 20 per cent more food for lunch than a normal shorter event. This is because people tend to graze if the event is extended.
Then there are the different types of cuisines which also affect portion sizes. Hearty, meat based meals (Caterboss has an article on how much meat to serve at events) often require smaller portions than something else served - such as vegetable dishes. For instance, when you serve a lasagne, the portion of 6 oz is usually adequate. But for a vegetarian stir fry, you might need portion sizes to be 8oz to make sure that the guest appetite is satiated.
Timing is also key. Lunch and dinner typically require higher portion sizes than breakfast or brunch. You could maybe reduce portions by about 20 per cent in these cases. People are generally not as hungry earlier on in the day.
Then there’s events that take place later on. This is a trickier situation. Guests may have already eaten dinner but alcohol might increase appetites again. What to do?
An example of a good solution is a wedding I attended. At midnight, there was a snack buffet focusing on finger foods and crowd-pleasing comfort dishes. The guests were thrilled and the couple in question were very pleased.
Technology raises its head again. No longer are companies crunching numbers by hand - they now use a variety of digital tools to ensure accuracy. Below are some resources that will come in handy for a catering business:
Online serving calculators can be a real game changer for portion planning. It allows the caterer to input the no. of guests, the event type and even menu items so that they can accurately predict the portion sizes.
For instance, a client of mine used a calculator whilst planning a corporate event for 100 people. It suggested:
The event was a smashing success with guests giving it fantastic reviews - having been full to the brim and there was also no waste!
Whereas calculators are certainly helpful, investing in catering software is even more so. They are robust tools that can help with portion control, inventory management, cost analysis and staff scheduling.
They can improve your operations in the following ways:
Event management software can be absolutely invaluable at times. For instance, for larger events or for juggling multiple events at the same time, it will help keep track of everything to do with the event including catering requirements.
For instance, I once saw a caterer manage a week long corporate event with several meals and venues. The software was crucial to the success of the event. It allowed them to:
It is important to realise however, that although this software is incredibly helpful, they are aids - not replacements for experience or judgment. This insight was developed over years in the catering business and still plays an important role in making final decisions.
Here is a quick reference guide for serving sizes at events that a catering company may find useful - complete with real world examples:
Remember, these are starting points. It is important to vary and adjust them for different events. An example would be; if you are catering a wedding, you could increase the main course portion by 20 per cent (if it was a buffet). Sometimes it is good and necessary to deviate from the regular plan.
Catering, I have learned, is about avoiding mistakes just as much as it is about creating tasty food. Here are some strategies to prevent over or under catering:
A good tip to take is to always round up when calculating portions. It is always ALWAYS better to have a little more than not enough. To solve this, you could consider adding a 5-10 per cent buffer.
Real world example: I attended a corporate gala for 280 guests where the caterer told me about their preparations. They initially calculated 8 oz per person of prime rib (140 lbs) but they rounded up to be 150 lbs to be safe. A few unexpected guests showed up and so they were glad of the buffer. Take note of this situation because providing a buffer might just save your event!
Offering a variety of dishes can also help control portions, If there are more choices, guests tend to take smaller amounts of each.
Real world example: A buffet wedding reception i attended, offered not just 3 main course options but 6 different choices:
The guests took less of each of them and there was less consumption overall per person. They also really enjoyed the variety. The caterers could even reduce main course preparation by 15 per cent compared to similar events. Success!
Planning for leftovers usually helps over-catering. You might want to discuss with your client what they wish to do with the leftover food. Some like to give it to guests to take home - others like to donate it.
Real world example: I attended a charity gala for 500 people. The caterer partnered with the local food bank. They prepared 10 per cent extra food knowing that the leftovers would be donated. They didn’t have to worry about waste and donated around 100 meals to food banks.
The timing can affect food consumption. For instance, when food is served immediately guests eat more. If there is a cocktail hour before the main course, the appetizer consumption is higher which leads to the main meal portions to be smaller.
Real-world example: I attended a wedding last summer and it had an extended 90 minute cocktail hour with appetizers. The catering company served:
The guests were very satisfied and they had minimal leftovers - win!
You also need to understand your guests. For instance, outdoor events with young active participants require more food whereas formal business dinners usually require smaller servings.
Real world example: I once attended a tech company’s product launch party; the average age was under 30. The caterers increased the portions by 20 per cent.
They were so happy they increased because there was hardly any leftovers! The food was a hit and the young crowd enjoyed it immensely!
Keeping records of each event is wise. You should include the number of guests, menu items, quantities prepared and consumption. This is important for future planning.
Real world-example: A catering equipment client of mine, when planning an annual event, finds it useful to look at past years data. For instance, if there were leftovers of the vegetarian option, they make note of that for the present year and adjust their quantities.
For example, this year when planning the event, they:
They found that there was a lot less waste and happier clients (due to cost savings)
By following the above tips and strategies, you will ensure that you won’t be under-catering or over-catering! Remember, experience and keeping a record of past events is key. It is a learning experience and with time, you’ll develop an intuition for just the right amount of food. Happy planning!
Flexibility is vital when it comes to portion sizes. Your approach to each event should be tailored. I will share a real world example below of how to adjust portions to ensure every event is a success.
Gluten free, lactose intolerance, - dietary restrictions are becoming more common than ever. So as a catering company, you should become adept at accommodating needs without affecting portion sizes or quality.
Real world example: At a recent corporate event I attended for 200 people, there were a large amount of guests with different dietary restrictions:
The catering company dedicated menu items that were naturally suitable for these diets.
For instance:
This approach ensured that all guests were satisfied. They did not shirk on quality or quantity and created meals especially for people with dietary restrictions. The meals were a hit with all of the guests.
Conclusion
Nailing catering portions is part culinary know-how, part mind-reading magic. As you've seen, it's not just about crunching numbers—it’s about knowing your crowd, the vibe of the event, and even whether it’s brunch or a midnight snack. Standard serving sizes are a great launchpad, but the real secret sauce is adjusting for who’s eating, where, and when. With a little help from tech, a pinch of hindsight, and a big scoop of flexibility, you’ll turn portion planning into an art form. Plan smart, stay nimble, and you’ll serve up satisfaction—one just-right plate at a time!
Ciaran Kilbride is the CEO and Founder of Caterboss, Ireland's leading supplier of catering equipment. With years of experience in the food and hospitality industry, Ciaran established Caterboss in 2017 to provide high-quality, reliable equipment tailored to the needs of professional caterers. His commitment to innovation and customer service has helped Caterboss grow into a trusted name, known for anticipating industry trends and consistently meeting the needs of its clients.
