Catering calculator: how much food per person for your event
Choose the type of event, the format and how many guests are coming, and the calculator tells you how much food and drink to order, per person and in total. The quantities are industry guidelines, with no prices.
Work out the quantities for your event
The calculator needs JavaScript. In the meantime, the reference table below gives the quantities for 20, 50 and 100 people. Go to the reference table
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We will email you these quantities. If you would also like a quote, leave the box ticked: we will prepare a tailored quote, with prices, and email it to you within 24–48 hours. The calculator does not give prices.
Industry guideline quantities, worked out per person from standard catering practice. They are not María Lluch Catering's portions or menus and are not a proposal: every proposal is adjusted to the time of day, the type of event and the guests. No prices are included.
Reference quantities for 20, 50 and 100 people
Totals per format with the margin included (5% for 20 and 50 people; 10% for 100). Per-person figures are without the margin.
Working breakfast 45-60 minutes, first thing in the morning
A working breakfast is a light, hour-long meal: one hot drink (plus half a cup for those who have a second), a juice, two savoury pieces and two sweet ones are usually enough for people who haven't had breakfast at home. Fruit is added for balance.
Working breakfast: quantities for 20, 50 and 100 people
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| hot drink (coffee, milk or herbal tea) | 1.5 cups | 32 cups | 79 cups | 165 cups |
| juice | 150 ml | 3.2 litres | 7.9 litres | 16.5 litres |
| water | 330 ml | 7 litres | 17.4 litres | 36.3 litres |
| savoury pieces (mini filled rolls, croissants or sandwiches) | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| sweet pieces (mini pastries, sponge cake) | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| sliced fruit or fruit skewers | 100 g | 2.1 kg | 5.3 kg | 11 kg |
| Total pieces | 4 | 84 | 210 | 440 |
Coffee break 20-30 minutes, a break during a working day or an event
It's a short break between sessions, not a meal. The hot drink is the main event (some people have a second cup), and one savoury piece, two sweet ones and some fruit are enough. It's the usual benchmark for training days and long meetings.
Coffee break: quantities for 20, 50 and 100 people
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| hot drink (coffee, milk or herbal tea) | 1.5 cups | 32 cups | 79 cups | 165 cups |
| water | 330 ml | 7 litres | 17.4 litres | 36.3 litres |
| savoury pieces (mini sandwiches or mini filled rolls) | 1 pc | 21 pcs | 53 pcs | 110 pcs |
| sweet pieces (biscuits, sponge cake, mini pastries) | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| sliced fruit or fruit skewers | 60 g | 1.3 kg | 3.2 kg | 6.6 kg |
| Total pieces | 3 | 63 | 158 | 330 |
Lunch, working lunch or buffet 1.5-2 hours, with tables and a buffet
A buffet lunch pairs a light starter and a salad with a main course: about 150 g of meat or fish with 120 g of sides, 100 g of salad, bread and dessert. That's standard practice for any working-lunch menu.
Lunch, working lunch or buffet: quantities for 20, 50 and 100 people
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| bite-size starters (croquettes, Spanish omelette, skewers) | 3 pcs | 63 pcs | 158 pcs | 330 pcs |
| salad | 100 g | 2.1 kg | 5.3 kg | 11 kg |
| main course (meat, fish or a vegetarian alternative) | 150 g | 3.2 kg | 7.9 kg | 16.5 kg |
| sides (rice, potatoes, vegetables) | 120 g | 2.6 kg | 6.3 kg | 13.2 kg |
| bread | 40 g | 840 g | 2.1 kg | 4.4 kg |
| individual dessert | 1 pc | 21 pcs | 53 pcs | 110 pcs |
| drinks (water, soft drink, beer or wine; alcohol-free for children) | 3 pcs | 63 pcs | 158 pcs | 330 pcs |
| Total pieces | 4 | 84 | 211 | 440 |
Drinks reception in place of a meal 1.5-2 hours, standing, in place of a meal
This is also how a standing lunch is worked out. When the reception is the meal, the industry works on around 12 savoury pieces per person (cold, hot and a few heartier bites), 2 sweet ones and 3 drinks over two hours. Industry guides range from 12 to 15 savoury pieces; here we take the cautious end.
Drinks reception in place of a meal: quantities for 20, 50 and 100 people
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| cold savoury pieces (canapés, mini sandwiches) | 5 pcs | 105 pcs | 263 pcs | 550 pcs |
| hot savoury pieces (croquettes, puff pastry bites, mini quiches) | 5 pcs | 105 pcs | 263 pcs | 550 pcs |
| heartier bites (mini burger, mini Spanish omelette, tasting spoon) | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| sweet pieces or dessert pots | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| cheese or Iberian cured meat board | 40 g | 840 g | 2.1 kg | 4.4 kg |
| drinks (water, soft drink, beer or wine; alcohol-free for children) | 3 pcs | 63 pcs | 158 pcs | 330 pcs |
| Total pieces | 14 | 294 | 736 | 1,540 |
Aperitif before a seated meal 45-60 minutes, standing, before sitting down to eat
If the reception is only an appetiser before a seated lunch or dinner, the industry drops to 6-8 savoury pieces per person; here we take 7 (4 cold and 3 hot), with no sweet pieces because dessert comes at the table, and 2 drinks during the hour.
Aperitif before a seated meal: quantities for 20, 50 and 100 people
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| cold savoury pieces (canapés, skewers, mini sandwiches) | 4 pcs | 84 pcs | 210 pcs | 440 pcs |
| hot savoury pieces (croquettes, puff pastry bites, mini quiches) | 3 pcs | 63 pcs | 158 pcs | 330 pcs |
| drinks (water, soft drink, beer or wine; alcohol-free for children) | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| Total pieces | 7 | 147 | 368 | 770 |
Welcome drinks and a seated meal 3-5 hours: an hour of drinks, then lunch or dinner at the table
This is the format for long celebrations: the aperitif reception (7 savoury pieces) and, at the table, a starter, a main of about 150 g with 120 g of sides, bread and dessert, the same portions as a lunch. Because it lasts longer, allow about 5 drinks per person and a coffee at the end.
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| savoury reception pieces (cold and hot) | 7 pcs | 147 pcs | 368 pcs | 770 pcs |
| starter at the table | 1 portion | 21 portions | 53 portions | 110 portions |
| main course (meat, fish or a vegetarian alternative) | 150 g | 3.2 kg | 7.9 kg | 16.5 kg |
| sides (rice, potatoes, vegetables) | 120 g | 2.6 kg | 6.3 kg | 13.2 kg |
| bread | 40 g | 840 g | 2.1 kg | 4.4 kg |
| dessert or cake | 1 portion | 21 portions | 53 portions | 110 portions |
| drinks (water, soft drink, beer or wine; alcohol-free for children) | 5 pcs | 105 pcs | 263 pcs | 550 pcs |
| hot drink (coffee, milk or herbal tea) | 1 cup | 21 cups | 53 cups | 110 cups |
| Total pieces | 7 | 147 | 368 | 770 |
Birthday tea or party 2-3 hours in the afternoon, with no meal afterwards
A birthday tea does not replace a meal: 6 savoury pieces, 1 sweet piece, a slice of cake, some fruit and 2 drinks per person is plenty. Children eat less of the savoury food, but sweet things, cake, fruit and drinks are counted in full for everyone.
Birthday tea or party: quantities for 20, 50 and 100 people
| Item | Per person | 20 guests | 50 guests | 100 guests |
|---|---|---|---|---|
| savoury pieces (mini filled rolls, sandwiches, croquettes) | 6 pcs | 126 pcs | 315 pcs | 660 pcs |
| sweet pieces (sponge cake, biscuits) | 1 pc | 21 pcs | 53 pcs | 110 pcs |
| cake | 1 portion | 21 portions | 53 portions | 110 portions |
| sliced fruit or fruit skewers | 60 g | 1.3 kg | 3.2 kg | 6.6 kg |
| drinks (water, soft drink, beer or wine; alcohol-free for children) | 2 pcs | 42 pcs | 105 pcs | 220 pcs |
| Total pieces | 7 | 147 | 368 | 770 |
How much food to allow for each type of event
Corporate: breakfast, coffee break or working lunch
Meetings, training and away days: breakfasts and coffee breaks are worked out in pieces and cups; a working lunch in buffet portions or, if it is eaten standing, as a standing lunch.
Calculate: coffee break · working breakfast · lunch, working lunch or buffet · drinks reception in place of a meal · Corporate catering
Drinks reception
The key question is whether the reception replaces a meal (about 14 pieces per person) or is just an appetiser before sitting down (6-8 savoury pieces).
Calculate: drinks reception in place of a meal · aperitif before a seated meal · Event catering
Finger food or nibbles
It is worked out like a drinks reception: as a meal if it replaces one, or as an aperitif if it simply goes with the drinks.
Calculate: drinks reception in place of a meal · aperitif before a seated meal · Catering delivery
Buffet
Bite-size starters, salad, a main with sides, bread and dessert: for 50 people, about 150 starter pieces and 7.5 kg of main course.
Calculate: lunch, working lunch or buffet · drinks reception in place of a meal · Event catering
Family celebration at home
Welcome drinks and a seated meal, or a long drinks reception that serves as lunch or dinner. Count children separately.
Calculate: welcome drinks and a seated meal · drinks reception in place of a meal · Private party catering
Communion or christening
Children and adults eat together: say how many children are coming and the calculation gives them half portions of the savoury food.
Calculate: drinks reception in place of a meal · welcome drinks and a seated meal · Communions and christenings
Birthday party
An afternoon party is not a meal and is worked out lighter. If the party is at lunch or dinner time, choose the reception that replaces the meal.
Calculate: birthday tea or party · drinks reception in place of a meal · Birthday catering
Company Christmas party
A drinks reception that serves as lunch or dinner at the office, a buffet lunch, or drinks and a seated meal if there is a table for everyone.
Calculate: drinks reception in place of a meal · lunch, working lunch or buffet · welcome drinks and a seated meal · Company Christmas party
Other. If your event does not fit any of these, choose the closest format and tell us the rest when you ask for a quote.
How to work out catering food per person
You work out catering food per person by multiplying the amount per guest by the number of attendees, then adding a small margin. The amount per guest depends on the type of event and its format, so a coffee break and a long buffet give very different results.
The method has four steps:
- Choose the event and the format. A working breakfast, a coffee break, a buffet, a drinks reception or a birthday party each have their own quantities per adult.
- Multiply by the number of guests. Quantity per person × attendees gives the base total.
- Count children properly. Children aged 3 to 12 count as half a portion of savoury food, but sweet pieces, fruit, dessert, cake and drinks are counted in full (soft drinks, and no coffee). Children under 3 are not counted.
- Add a margin and round up. Add 5% for surprises and for people who go back for more, or 10% from 100 guests. Round pieces up; grams become kilos and millilitres become litres.
Remember that these are sector guidelines. They are not the menus or portions of María Lluch Catering, and a real proposal is always adjusted to the time of day, the type of event and the guests.
How many drinks per person
The number of drinks per person depends on how long the event lasts and whether a meal is served, from 2 drinks at an aperitif to 5 plus a coffee at a long seated celebration.
| Format | Drinks per person |
|---|---|
| Working breakfast | 1.5 cups of hot drink and 330 ml of water (plus 150 ml of juice) |
| Coffee break | 1.5 cups of hot drink and 330 ml of water |
| Aperitif before a seated meal | 2 drinks |
| Two-hour drinks reception or buffet | 3 drinks |
| Long celebration with a seated menu | 5 drinks plus 1 coffee |
Use these figures as a starting point and adjust them to your group. Children’s drinks count in full, and always alcohol-free.
How to adjust the quantities without over-ordering
You avoid over-ordering by starting from real numbers and then adjusting the result to the context of the event, instead of adding extras just in case. These tips help:
- Confirm the real numbers. Ask for confirmations before you calculate, because every extra guest multiplies the whole list.
- Think about timing and whether a meal follows. A drinks reception that replaces lunch needs far more than an aperitif before a seated meal.
- Consider the profile of the group. Colleagues at a work event do not eat like friends at a long celebration, so adjust within the range.
- Count the children. Half a portion of savoury food, but full sweet pieces, fruit, dessert, cake and drinks.
- Check allergies and dietary needs. Tell us about them early so the proposal covers every guest.
- Do not use the margin as padding. The 5% or 10% covers surprises, not a second round for everyone.
From quantities to a quote
The calculator gives quantities and portions, never prices. The price of an event depends on the format, the number of guests and the staff, and it is set out in the quote, which we send you afterwards by email.
Below the result you can ask us to email you the calculation. If you leave the quote box ticked, the same message also asks us for a tailored proposal, with prices. You can read how we quote catering to understand how it works.
From the calculator you can also copy the result or download it as a CSV file. Once your quantities are filled in, request a quote and we will reply within 24–48 h with a proposal tailored to your event.
Got your quantities?
Tell us the date, the venue and the number of guests and we will prepare a tailored proposal. We reply to quote requests within 24–48 h.
Catering calculator
Frequently asked questions
How many canapés per person?
It depends on the format. For an aperitif before a seated meal, allow 6 to 8 savoury pieces; the calculator uses 7. For a drinks reception that replaces lunch, it uses 12 savoury pieces plus 2 sweet ones. Industry guides suggest 12 to 15 savoury pieces, and the calculator takes the cautious end of that range.
How do you work out food for a birthday party?
For an afternoon party of 2 to 3 hours with no meal afterwards, allow per adult 6 savoury pieces, 1 sweet piece, 1 slice of cake, 60 g of fruit and 2 drinks. Children aged 3 to 12 count as half a portion of savoury food, but full sweet pieces, fruit, dessert, cake and drinks.
How much food for 50 people?
For a drinks reception that replaces lunch, 50 people need 700 pieces (600 savoury and 100 sweet), about 2 kg of cheese or Iberian cured meats and 150 drinks, before the margin. With the 5% margin, rounded up, the reception comes to 736 pieces. A coffee break needs 150 pieces and a breakfast 200.
How much food do I need for 30 people?
Before the margin, 30 people need 420 pieces at a drinks reception that replaces a meal, 90 pieces at a coffee break and 120 pieces at a working breakfast. Add 5% for surprises and round pieces up. The exact figures change with the format you choose, so enter your event in the calculator.
And for 100 people?
From 100 guests the margin rises to 10%. A drinks reception that replaces a meal for 100 people comes to 1,400 pieces, or about 1,540 with the margin. A coffee break comes to 300 pieces, or 330 with the margin. Always round pieces up, and turn grams into kilos and millilitres into litres.
How many drinks per person should I allow?
At a coffee break or breakfast, allow 1.5 cups of hot drink and 330 ml of water. At an aperitif, 2 drinks. At a two-hour drinks reception or a buffet, 3 drinks. At a long celebration with a seated menu, 5 drinks plus a coffee. Adjust these to the profile of your group.
How do you count children for catering?
Children aged 3 to 12 count as half a portion of savoury food, but sweet pieces, fruit, dessert, cake and drinks are counted in full, with soft drinks only. They do not take coffee. Children under 3 are not counted. This way you avoid over-ordering savoury food without leaving the little ones short of sweets.
Does the calculator give prices?
No. The calculator only gives quantities and portions, and they are industry guidelines rather than the menus of María Lluch Catering. The price depends on the format, the number of guests and the staff, and it is set out in the quote. You can request one from the calculator with your quantities already filled in.
