How much food for 70 guests at a Saturday afternoon party?

[Bake]

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.

So you would only be getting enough sausages for 8 people and enough sausage rolls for 17 ? people ?

would the guests realise it's an either or ? as i think many people will take both a couple of sausages and a sausage roll

Both M&S and Morrisons do party food to order, is it really such a problem for one adult to collect from store and take it to the venue - the Church doesn't start until 12noon.

Get a calculator out and deconfuse yourself and use the caterer (speak directly to her yourself) or go to Costcos,M&S or waitrose and order some platters.
Fwiw I host stuff like this semi regularly.

Assume no one has eaten. If its running until 6-7 people will consume one if not 2 full meals.

I do 1.5 sandwiches pp (eg 6 triangles to account for men)
3 cocktail sausages pp
2 mini sausage rolls
Crisps
Cakes
sweet treats

keen to spend £50 on cheese and crackers
Yes for 70 people!!!!! Imo that is way too low...

Id expect to spend £10-15 per head assuming zero alcohol and fully self catering so if it comes out lower than £700 for catered its a problem / theres not enough food.
Id budget/ expect to pay about £1k

I'm not suggesting we'd get only one platter of each, I'm just highlighting how the options have been presented to us, so we can pick and choose the elements we want for our buffet.

Thank you, this is a helpful way to think about it in terms of cost per head, and you are right that it will need to cover possibly 2 meals for people. Do you consider cost per head differently for children vs adults?

I think the cheese was the highest cost for a platter after sandwiches so just seemed expensive for something I don't think many people will eat, but it's useful to have a different perspective. Also, based on the markup on everything else, I wonder how small the platter will be for that cost.

I'll have a look at Waitrose and M&S and compare to the caterer options. Thanks for your reply.

Glad it helped - fwiw i think It's much cheaper to self cater.
I also like to get extras that " keep" (crisps haribo sweets, biscuits etc)

I factor kids pretty much the same as adults. They invariably will eat 2 meals so 1.5 sandwiches isnt crazy.

Good luck!!!

Edit: id also bin cheese and crackers

Could you ask someone else attending to collect in the morning before the church if you’re worried about time?

I’d order sandwiches from M&S or similar (try and get a platter of plain ones too for children), then buy your sausage rolls, cocktail sausages, quiche etc from the supermarket and just put out on a silver platter on the day. Won’t take long at all. Add big bags of posh crisps in bowls. For cake, will there be a celebration cake? If not, I think you need two things per person. Cupcakes are great but can you make 70? Maybe some tray makes might be easier so you can cut up and put on a platter on the day. Or depending on the time of year and age of people coming, maybe ice creams? The best parties I’ve been to have had mini ice cream tubs (like you get at the cinema - usually £2 each to buy) or something like magnums. Obviously relies on freezer space at the venue though.

M & S party food to order is really good. I’d cost out how much it would be and see if cheaper than caterer. It would give you more control over choices and amounts.

Two Mumsnet chickens..sorted
Sorry couldn't resist.
Hope you finalise what's required.

Op nicely put your sister sounds a little in over her head and you sound like you’re just challenging it all. Work together on it and see stones as stepping stones not obstacles!!!

I’m having a summer party for 35.

A friend is picking up stuff from Costco in the morning.
x4 sandwich platters
x3 cake platters
Scones, clotted cream

Have bought and frozen 6 quiches
Am making in advance sausage rolls, will freeze
The only thing I’m doing on the day is making a massive charcuterie board, they look nice and are easy. I already have various cracker types
Having a big fruit platter
Have bought 36 part baked mini baguettes, they will be in for 10 mins
Buying cocktails sausages, crisps and small picky bits day before.

Sainsbury’s entertainment food and get it delivered straight to the venue. It’s great and you can also add ‘normal’ food shopping to the same order

It gives the number of servings per platter so nice and easy.

I’d account for 6 sandwich quarters per adult and 4 per child so 380 sandwiches. Then at least 2 sausage rolls and 2 mini sausages each including children, 140 of each. 2 cake/dessert items each. Enough cheese and crackers for a decent plate each £50 doesn’t sound enough for 70. Some decent fruit and salads.

Are there other people that can help carry things to the venue? Is there a kitchen/fridges at the venue? Someone on MN recently recommended morrisons for platters too:
https://groceries.morrisons.com/shop-in-shop/food-to-order?srsltid=AfmBOoo5p_MwNPz24bMp3JPAOlV_FUEvaT_Yenxyz2ULe_Mbb0u9YvXU

I work in events and cater for these numbers regularly.

Surely there’s more than one caterer available in your area to get quotes from? I’d normally get at least two quotes to compare, ideally three.

I would expect to pay on a cost per head basis of around £25 a head for a buffet for adults and £10 ish for children depending on the mix of toddlers and 10 year olds.

Although these costs will vary regionally.

I think the way this caterer has provided their quote sounds odd, I’d expect to see a menu of buffet options at a cost per head basis that everyone gets that menu, not only serving 25 mini sausages for 50 people.

Is the caterer providing cold drinks? The church may well have an urn for hot drinks and you’d need to provide milk etc. If they do have an urn make sure you ask if they’ll turn it in or you need to because they take ages to heat up.

Does the church provide crockery/glassware or will the caterer provide paper plates and napkins etc?

I wouldn’t bother with cheese and crackers either. Do they have a veggie samosa option? That is a good general catering food option!

Sandwiches
Carrots/Cucumber/Sliced Pepper
Veggie Samosas
Crisps (normal hand cut and something like salt and vinegar twirls)
Cocktail sausages
Sausage rolls
Cupcakes
Flapjacks

I’d self cater personally- so much cheaper! And all supermarket ready, as pp said, order the sandwiches from m and s, cook up about 120 each of veggie samosas, sausage rolls and cocktail sausages, three platters of salad (put them on those foil trays) 7 bags of each crisp- keep them topped up and then 120 cupcakes and flapjacks

I would do the whole thing on a supermarket party catering they can deliver to venue, or someone can collect in a car. Churches have kitchen you can heat up. I did this for my sons christening and hired a lady from task rabbit to help with set up and tidying up, you could hire one to heat up the hot stuff

If money is an issue, I would cater yourselves.

I catered DD's christening for similar numbers (with some help from my husband and some friends) and if was definitely doable, and worked out way cheaper than using caterers! Better too I would say.

Do you have the use of the hall all day? If so, take all the food down that morning before the church service. Some can be prepped in advance, some the night before, some that morning. Sounds like you are a competent fool/baker. Would your sister help with actual cooking/prepping of food? Would other family members?

I would shop somewhere like Aldi or Lidl, or get mostly discount range from a mainstream supermarket (Asda Smart Price or similar). B and M or Poindland for the platters and paper plates. And I would do:

Several large quiches (made in advance and frozen). A range of flavours though nothing too pricey - Lorraine; mushroom; pepper.....

Lots of sandwiches - can be relatively cheap to make so I would do more than I thought I needed. Maybe four different fillings - wafer thin ham, cheese, a salad based one, and coronation chicken, tho fewer of those as it is pricier. I would do both white and brown.
Loads of cocktail sausages and mini sausage rolls - big bags fof 50 from Iceland - three bags of each maybe.
Loads of crisps! Lidl or Aldi home brands, emptied into big bowls.
Maybe three big bowls of different salads - greek, couscous and a potato one. But people rarely eat much salad at buffets.
Maybe whip up a big bowl of home made hummus, and chop a bag of carrots to make carrot sticks..
Loads of crackers (four or five packets) and some big catering size cheeses - cheddar, brie, maybe a blue?
If I had time and inclination, cheese and pineapple on sticks, as still, nothing says "party" to me like this! Seriously. Love 'em.

Wasn't going to bother with anything sweet, but I see you are inviting kids. Maybe make three large sponges in different flavours?

If you want more sweet options for the kids, buy a variety of biscuits like party rings and fingers and so a platter of those too! Arranged prettily, they can really perk up a buffet I think and are minimal effort!

This would be more than enough, I think, but I would always rather over cater, and you can keep the leftovers!

I'd be asking sister to contribute, so find out what she is happy to make and bring, and split the food prep between you. Other family may be willing to contribute too (a cake, a quiche, a salad?). You know your family best - I am always happy to be asked to do this when a friend or family member is catering an event!

For 70 guests (50 adults + 20 children), I’d work on roughly 60 adult appetites total. Since it’s 2pm–7pm after a church service, I’d treat it as a proper buffet rather than just light nibbles.

A sensible amount of food would be approximately:

• Sandwich platters: 120–140 sandwich quarters
• Mini sausages: 120–150
• Sausage rolls: 60–80 pieces
• Chicken goujons/nuggets: 80–100
• Pizza slices: 40–50
• Samosas/spring rolls/quiche bites: 60–80 total
• Crisps/snacks: 10–15 sharing bags plus dips/breadsticks
• Cakes/fairy cakes: 60–80 portions

The caterer’s “servings” sound confusing because some items work out as very small amounts once you convert them into actual pieces. For example, 25 servings of mini sausages at 3 per serving is only 75 sausages total, which is basically 1 each for the whole party.

Personally I’d rather slightly over-cater than risk running out, especially with people arriving hungry after church. Leftovers are much less stressful than empty buffet tables halfway through the afternoon.

I also think doing homemade cakes and dairy-free sandwiches separately is a sensible idea and probably much better value than paying caterer prices for things you can easily do yourselves.

OR speak to an indian caterer to do you a couple of curries eg chicken and paneer and rice and roti/naan!

There's no such thing as too much food at a gathering like that IMV!

I for one, remember more clearly the parties where the food while lovely was not sufficient. At catered parties where the food was a plenty, I always notice what is left! That's usually salads and speciality foods like charcuterie and other fancy looking stuff, but not mainstream.

I know it's just me and my (hungry) tastes at gatherings, but I always go for the quiche, sandwiches, cocktail sausages, sausage rolls, etc. It's one day I allow myself to go to carb heaven 😊

Whenever I’ve looked at caters they're all really stingy about what people might eat.

In our family we tend to get the Morrisons platters and then some extra stuff we just buy, it’s very reasonable and there is plenty of it always.
you can then do your own free from bits and bobs too (dairy/gluten etc..) and Tesco and Asda have free from party bits in their freezers too

id never pay a caterer it’s a huge amount of money and you’ll only get about half the food for the same money.

The norm around here is to get one of the local Chinese restaurants to deliver . They will usually give two choices of main and then noodles rice and chips. Could you look into something like that.

For my wedding - years ago - on a budget - around the same time of day as your party, I did a mix and match of Waitrose and DIY

I got the stuff like the fancy salads, salmon, quiches , desserts from Waitrose ,cooked up a glazed gammon and chicken drumsticks, then topped up with buying off the shelf - made own green salad, bought those mini bread rolls, made up a cheese board, bought sausage rolls crisps , nibblie bits etc

Didnt have children to cater for though

I'd hire our favorite Syrian resturant (insert your own favorite resturant) to cater and you and sis supply the cakes and anything else you'll need like napkins and plates ect, (if not supplied by the church.)
Maybe I'd have some platters of fruit and cheese, and a variety of 70 bread rolls.
Costco will be your friend. Maybe should be your first call!

Agree that you definitely need a per head costing. So hot and cold buffet including x, y and z at whatever price per head.

If a caterer can’t give you an estimate of what they provide per head, I’d be worried they aren’t experienced and are just winging this, which isn’t what you want.