Start with the format, not the guest count
The same 40 people eat very differently at a working lunch, a standing reception and a dinner buffet. Decide first whether food is the meal or a snack alongside something else, how long people will be there, and whether they sit or stand. The numbers below are common planning starting points, not rules. Your caterer sets the actual portions for the dishes you choose, and our portion calculator turns these estimates into totals for your guest count.
Buffet lunch or dinner
- Food in total: about 400 to 500 grams per adult across all dishes, a little less at lunch, a little more at dinner.
- Variety: about 4 to 6 dishes for 10 to 20 guests, 6 to 8 for 20 to 50, and 8 to 10 for larger groups, plus dessert.
- Desserts: 1 to 2 pieces per guest.
- With more dishes, each guest takes a smaller amount of each, so total food does not grow with the number of dishes.
Individual meal boxes
One box per person, plus one or two spares for late additions, or about 5 percent extra for larger groups. Order vegetarian and other special boxes by name or by count and keep them apart, so they reach the right people. A box usually holds a main, rice or noodles and one or two sides; add a fruit or dessert and a drink if the meeting runs long.
Receptions and finger food
- Reception before a meal: about 4 to 6 pieces per guest for the first hour.
- Reception instead of a meal: about 10 to 14 pieces per guest over two hours, with several filling items.
- Each extra hour: about 3 to 4 more pieces per guest.
- Sweet items: about one in four pieces, more late in the evening.
Tea breaks and afternoon tea
- Short tea break (20 to 30 minutes) between sessions: about 2 to 3 pieces per guest.
- Afternoon tea as the event itself: about 5 to 7 pieces per guest, half savoury and half sweet.
- Morning breaks lean to pastries and fruit; afternoon breaks to small savoury items and cakes.
Drinks
A common starting point is two drinks per guest in the first hour and one per hour after that. Plan more water than you think in summer, and more hot drinks in winter. Tell the caterer whether drinks are included or come from the venue.
What moves the numbers up or down
- Up: dinner rather than lunch, long events, young or active guests, hot weather for drinks, no other food nearby.
- Down: short breaks, guests who have just eaten, a heavy programme with little free time, food served after a full meal.
- Waste: ordering for every RSVP at a free event often leaves food over. Order for the people you expect to arrive and confirm the number the day before.