When you’re hosting an event—whether it’s a wedding, corporate gathering, or backyard celebration—nothing kills the vibe faster than running out of food. On the flip side, over-ordering means unnecessary waste and a bigger bill. So, how do you figure out exactly how much food to serve?
At Southern Bear Catering in Charleston, SC, we’ve fed everything from intimate dinner parties to massive galas, and we’ve perfected the art of portion planning. In this blog, we provide a guide for estimating just the right amount of delicious food for the perfect event.
Step 1: Know Your Guest Count (and Lock It In Early)
It might sound obvious, but your guest list is the foundation of your food estimate. Even a difference of 10 guests can shift your budget and serving amounts.
- Pro tip: Ask for RSVPs by a set date and follow up with anyone who hasn’t responded. The more accurate your headcount, the easier it is to plan.
Step 2: Factor in the Event Style
The way food is served changes how much people eat:
- Cocktail Party: Guests tend to snack more over a longer period—plan on 10–12 appetizer pieces per person for a two-hour event.
- Buffet: People often take slightly larger portions—plan for 1 to 1.5 entrée servings per person.
- Plated Dinner: Portion sizes are controlled, so estimates can be more precise.
Step 3: Think in Portions, Not Pounds
Here’s a quick breakdown of standard catering estimates per person:
- Protein (chicken, beef, fish): 4–6 ounces cooked
- Starches (potatoes, rice, pasta): 4–6 ounces
- Vegetables: 3–4 ounces
- Salad: 1 cup
- Bread/Rolls: 1–2 pieces
- Dessert: 1 standard serving or 2–3 small bites
Step 4: Adjust for Your Crowd
Not all guests eat the same. Consider:
- Kids: Usually eat half portions.
- Big Eaters: Plan on adding 10–15% extra protein.
- Late-Night Snacks: If your event runs late, people often get hungry again.
Step 5: Don’t Forget Drinks
Food estimates are only part of the equation—the drink planning process matters, too. A general rule is 2 drinks per person for the first hour and 1 drink per person for each additional hour.
Step 6: Let Your Caterer Be Your Calculator
Professional caterers factor in menu style, event length, and guest demographics to make sure you have enough of everything without overpaying. We also know how to keep food fresh and presentable, even for longer events.
Make Southern Bear Catering Your Partner for All Things Charleston Catering
The right amount of food depends on your guest count, event style, and menu. A little planning—and a caterer who knows what they’re doing—means you can serve your guests generously without waste.
At Southern Bear Catering, our full-service catering team helps you nail the numbers so you can focus on enjoying the moment. Whether it’s a corporate event, a birthday party, or a wedding day, we deliver the kind of amazing food and exceptional service that leaves your guests talking long after the last bite.
