Planning tool
Food Quantity Planner
Estimate broad quantities for appetizers, entrees, sides, desserts, drinks, coffee and tea.
Planner note
Use this food quantity planner before requesting quotes so your numbers and assumptions are easier to compare.
Professional caterers may use different assumptions based on menu, duration and guest mix.
Take the result to the caterer as a starting point
Check the meaning of each portion
Use the planner to organize the conversation, then ask how the caterer's own trays, platters and individual servings compare. A suggested number of portions does not tell you the weight or size of a specific menu item. Confirm the complete meal before turning the estimate into an order.
Tell the caterer whether guests are attending a full meal, a reception before dinner or an open house. Include children, vendor meals and dietary portions where relevant, and explain whether those portions are already part of your total guest count.
- Avoid ordering a full headcount of every side without discussing the overall menu.
- Confirm how food will be served in batches if guests arrive gradually.
- Ask for the provider's guidance on any planned extra portions.