“How much food should I order?” is the question every host asks and few feel confident answering. Order too little and people go hungry; order too much and you’ve wasted money. Here’s a practical guide to working out catering quantities so your Hawke’s Bay event has just the right amount.
Start with two questions
Before counting anything, answer these:
1. Is the food the main event, or a supporting act? A dinner where guests expect a full meal needs far more than nibbles alongside drinks.
2. How long will people be there? A two-hour function needs less than an all-afternoon celebration. The longer the event, the more people eat and graze.
Everything below flexes around those two answers.
Canapés and finger food
For pre-dinner drinks or a short function where food supports the occasion, plan on a modest selection of canapés per person. If canapés are replacing a meal entirely, roughly double that and include some more substantial hot items so people leave satisfied. Spread choices across a mix of cold, hot, vegetarian and something sweet.
Grazing tables and platters
Grazing tables are popular because they’re generous and social, but they make quantities tricky. The trick is variety and abundance — a table that looks full and lush. As a guide, allow a good spread of cured meats, cheeses, crackers, breads, dips, fruit and vegetables per person, and remember people eat with their eyes, so a fuller-looking table gets picked at more slowly.
Buffets and shared meals
For a buffet where people serve themselves a proper meal, plan on a serving of protein, a couple of sides or salads, and a carbohydrate base per person. People tend to take more from a buffet than a plated meal, so build in a little extra, especially for popular items. Include at least one hearty vegetarian option that isn’t just a side salad.
Plated meals
Plated service is the easiest to predict because portions are controlled in the kitchen. You order per head, and your caterer manages the rest. The main thing to get right here is your final numbers and dietary requirements.
Don’t forget the extras
A few things regularly get missed:
- Drinks: allow a couple of servings per person for the first hour and one per hour after, more in summer.
- Dietary options: always over-cater slightly on gluten free and vegetarian so those guests aren’t left with one sad choice.
- Kids: count them, but they generally eat less than adults.
- Leftover buffer: it’s better to have a little extra than to run out, but a good caterer keeps this sensible rather than wasteful.
Timing affects appetite
When your event falls changes how much people eat. A midday event over the lunch hour means guests arrive hungry and expecting a proper feed. A mid-afternoon function between meals needs less. An evening event running through dinner time needs substantial food, not just nibbles, or guests will be hunting for a takeaway on the way home.
When in doubt, ask
The honest truth is that experienced caterers do this maths every week. They’ll factor in your guest list, the style of your event, the time of day and even the season, then recommend quantities that hit the mark. That knowledge is one of the real advantages of using a professional over trying to guess yourself.
A quick planning summary
- Decide whether food is the main event or supporting drinks
- Factor in how long guests will stay
- Choose variety over sheer volume for grazing and canapés
- Over-cater slightly on dietary options
- Confirm final numbers with your caterer early
Planning a party, celebration or function in Hawke’s Bay? Get in touch and we’ll help you work out exactly how much food you need — no guesswork, no waste, and nobody going home hungry.