Can anyone help with how to work out how much food is needed when catering an event?
My sister and I are going halves on a party with approximately 70 guests, of which, 50 are adults and 20 are children aged 3-10. My sister is known for never making enough food for smaller family events so I'm keen not to rely on her completely for what will acceptable amount of food.
My sister doesn’t work, so has a bit more time and has been liasing with the Caterer. I'm finding the numbers from caterer hard to understand, they've given everything in "servings", so 25 x mini sausages or 25 x sausage rolls. When I asked about this, my sister checked with the caterer and apparently mini sausages is 3 per serving and sausage rolls is 1.5 by serving, but didn't break it down to all the other things on the list. Everything seems so expensive, but I guess we are paying for the convenience of them bringing it just before the event and setting it up at the venue. I'd be willing to consider doing it ourselves, but realise it would be more work and take away from my enjoyment of the day.
I've offered to do the cakes instead of going through caterer. From photos on their Instagram I can see trays full of fondant fancies, and for the cost they are charging I'd rather make a few batches of fairy cakes that I know will taste good and that my son with milk allergy will be able to eat. I've also offered to do a tray of dairy free sandwiches/rolls as mean and one other guest are dairy free too, and rather than spending £45 for caterer to make something my son won't eat, I can organise something I know he will.
We're considering getting sandwich platters ourselves separately which would potentially save some money, but then would mean having to get them to the venue.
Sister is panicking that the caterer will get booked up and is pushing for agreement to what to go for, but I'm confused and don't feel like we will have enough food and concerned we're not getting the right things, eg she's keen to spend £50 on cheese and crackers 😬
For context, the event is on a Saturday afternoon. There is a church service at midday and the event will take place afterwards at approximately 2pm. Anyone who is coming to church won't have had lunch, but some guests will come straight to venue at 2pm so may have eaten. Event will finish by 6-7pm at latest.