What this planner works out
Enter how many people are coming and what kind of event it is, and this gives quantities to shop against: savoury items, meat in both cooked and raw weight, side dishes, cheese, pudding and drinks.
The figures are standard catering rules of thumb. The genuinely uncertain part is not the arithmetic but the guest count — for an informal gathering, plan on 80 to 90 per cent of those invited actually turning up.
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Before you calculate
- These are planning figures for adults. Children under about twelve eat roughly half an adult portion, and teenagers frequently eat more than adults.
- Variety increases consumption. People take a little of everything, so eight dishes are eaten in larger total quantity than four.
- Timing matters. A party spanning a mealtime needs substantially more food than one that sits between meals.
Catering quantities are not the hard part; knowing how many people will actually arrive is. For an informal gathering, plan on around 80 to 90 per cent of those invited, and rather less in bad weather. Over-catering by one or two portions is cheap insurance; over-catering by ten is waste.
How this planner works
It applies typical per-head quantities for the event type, adjusted by the appetite setting. The figures are standard catering rules of thumb rather than a calculation from first principles.
| Item | Canapés | Buffet | Sit-down | Barbecue |
|---|---|---|---|---|
| Savoury items | 10 to 14 | 6 to 8 | — | — |
| Meat, cooked weight | — | 100 g | 175 g | 225 g |
| Potatoes or rice | — | 100 g | 175 g | 100 g |
| Salad or vegetables | — | 120 g | 150 g | 150 g |
| Bread | — | 1 roll | 1 slice | 2 rolls |
| Cheese | 30 g | 50 g | 75 g | — |
| Pudding | — | 100 g | 125 g | 100 g |
Meat is given as cooked weight. Allow roughly a third more raw for boneless cuts, and around double for anything on the bone.
Worked example: a buffet for twenty
- Savoury items: 20 × 7 = 140 pieces across all dishes
- Meat: 20 × 100 g = 2 kg cooked, so around 2.7 kg raw boneless
- Potatoes or rice: 2 kg
- Salad: 2.4 kg across two or three types
- Cheese: 1 kg
- Wine: 10 bottles, on half a bottle a head
Spread the savoury items over six to eight dishes rather than three. Variety is what makes a buffet feel generous, and it costs no more in total quantity.
Keeping it safe
- Cold food should not sit out for more than four hours. After that it should be thrown away rather than returned to the fridge.
- Hot food held for service should be kept at 63°C or above. It can be held below that for up to two hours, after which it should be cooled quickly or discarded.
- The Food Standards Agency identifies 5 to 63°C as the range in which bacteria multiply fastest. Buffets spend a long time in it, which is why they need more care than a plated meal.
- Put out food in batches and keep the rest chilled, rather than laying everything out at the start.
Common mistakes
- Catering for everyone invited. Plan on 80 to 90 per cent for an informal event.
- Too few dishes in large quantities. Variety is what people remember.
- Forgetting dietary requirements. Ask in advance, and make the vegetarian option substantial rather than an afterthought.
- Confusing raw and cooked weight. Meat loses roughly a quarter to a third in cooking.
- Laying everything out at once. Food degrades, and the four-hour clock starts as soon as it leaves the fridge.
- Underestimating soft drinks. Non-drinkers and drivers get through more than you expect.
Frequently asked questions
How many canapés per person?
Four to six if they are served before a meal, and ten to fourteen if the canapés are the meal. Spread them across six to eight varieties rather than a few in large numbers. If drinks run for more than two hours, add a couple more per head.
How much meat per person?
As cooked weight: about 100 g for a buffet, 175 g for a sit-down main and 225 g for a barbecue, where people eat more than they intend to. Buy roughly a third more raw for boneless cuts, and around double for anything on the bone.
How much wine should I buy?
Half a bottle per drinking adult is the usual planning figure, which is about two and a half glasses. For a long evening event, allow closer to three quarters of a bottle. Buy on sale or return where you can. Also allow at least a litre of soft drinks a head — drivers and non-drinkers get through more than people expect.
How long can food safely sit out?
Cold food should be out for no longer than four hours, and should then be discarded rather than put back in the fridge. Hot food should be held at 63°C or above; it can sit below that for up to two hours, after which it should be cooled fast or thrown away. Putting food out in batches keeps most of it chilled and shortens the clock for everything.
How much should I allow for children?
Roughly half an adult portion for under-twelves. Teenagers commonly eat more than adults, so count them as adults or above. Children also tend to concentrate on a few familiar items rather than eating across the range.
Should I cater for people who do not turn up?
Plan on 80 to 90 per cent of acceptances for an informal event, and lower in poor weather. A small over-catering margin is worth having; a large one is waste. Choose a few dishes that keep or freeze well, so the surplus is not wasted.
Is what I enter stored?
No. Figures are processed in your browser and never transmitted or retained.
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References
These organisations publish the guidance and figures behind this page.
- Food Standards Agency — cooking safely — core temperature guidance, the 5 to 63°C danger zone and hot holding rules
- Food Standards Agency — UK food safety guidance for home cooks and businesses
- NHS — eat well — portion guidance and healthy eating advice
Buffets spend a long time in the temperature range where bacteria multiply. The FSA guidance linked above is worth reading before catering for a crowd.