Guest numbers are the first detail you'll give your caterer, but they aren't enough on their own. The duration, time of day and type of service matter too.
Is food the main meal or a light accompaniment?
A short drinks reception and an all-evening celebration need different menus. If the event spans lunch or dinner, plan a fuller meal. Small bites can suit a shorter gathering, with enough variety for different tastes.
Consider the flow of the event
For longer events, spread the food across several stages. Agree when dishes are served, whether they will be replenished and when dessert arrives. This lets quantities follow the actual schedule.
Prepare a few key details
- Approximate numbers of adults and children.
- Start time and expected duration.
- Whether guests will sit, stand or move between spaces.
- Whether there will be other food, a cake or separate refreshments.
- Any dietary requirements guests have mentioned.
Agree final quantities for your chosen menu
A piece count means little without knowing the size and ingredients of each bite. Rather than relying on a universal formula, share your event details and ask for quantities for your chosen menu. Agree the deadline for confirming final guest numbers too.
