The invitations have gone out, the décor selected, and the playlist queued up. Now comes one of the most important—and often most stressful—parts of hosting: deciding how much food and beverage to serve. Running out can feel like a misstep, and overbuying leaves you with an overstuffed refrigerator and unnecessary waste.
Of course, the most seamless option is to bring in a trusted full-service catering partner like Messina’s Catering & Events. We specialize in elevating larger in-home events with ease and expertise. But if you’ve chosen to take the reins yourself, we’ve compiled the same thoughtful planning guidelines our team uses to ensure a successful event, whether you’re hosting an intimate gathering or a larger celebration.
General Food & Beverage Planning Guidelines
There’s no exact formula for planning a menu, but these baseline calculations are a helpful starting point. Keep in mind the following:
- Time of day affects appetite; guests typically eat more in the evening.
- Party duration and guest mix (adults vs. children) should be considered.
- The richer the menu, the smaller the portion sizes need to be.
- The more menu variety you offer, the less you need of each item.
As a general rule, plan for each adult to consume approximately 1 pound of food total (excluding dessert), while children typically eat about half that amount.
Appetizers
The number of appetizers needed depends on the formality and structure of the event.
- For a more formal gathering with a main course, plan for 3 to 4 pieces per person.
- For casual events, increase that to 4 to 6 pieces per person.
- For appetizer-only or cocktail-style events, allow for 4 to 6 pieces per person, per hour.
It’s also wise to offer simple, no-prep options such as nuts or olives that guests can enjoy as they arrive.
Main Course Portions
Use the following serving sizes as a general guide for planning your main offerings:
- Meat or seafood: 6 oz per person
- Grains: 1.5 oz as a side, 2 oz in a main-dish casserole
- Potatoes: 5 oz
- Vegetables: 4 oz
- Beans: 2 oz
- Pasta: 4 oz
- Green salad: 1 oz (undressed)
- Breads or rolls: 1 to 2 pieces per guest (more if small or used for sandwiches)
When serving buffet-style, reduce individual portions slightly—guests tend to sample more dishes, so 1 to 2 ounces less per item is typically sufficient.
Desserts
Regardless of how filling the main meal is, most guests will find room for something sweet. Plan the following:
- Cake or pastry: 1 slice per person
- Cream-based desserts: 4 oz per person
- Ice cream: 5 oz per person
Beverage Planning
Whether offering a curated cocktail menu or an open bar, planning appropriately for beverages is essential.
For cocktails:
- One liter of liquor yields approximately 17 mixed drinks
- Plan for 3 cocktails per guest
- Allow for 1 quart of mixer per 3 guests
- If offering a signature punch, plan on 1 gallon per 10 guests
For wine:
- One bottle serves about two guests
- For daytime or summer events, expect white wine to be more popular than red wine
For champagne:
- Allow for 1.5 glasses per person for a toast
- If serving with dinner, plan for 3 glasses per person
For beer:
- Estimate 2 drinks per guest in the first hour, followed by 1 per hour after
After-dinner drinks:
- One liqueur or specialty drink per guest
- One bottle typically yields 15 servings
Non-alcoholic beverages:
- If no alcohol is served, plan for 3 beverages per guest
- If alcohol is served, offer at least 1 non-alcoholic drink per guest
Additional essentials:
- Plan for 1 to 2 pounds of ice per guest (more in warmer weather)
- Don’t forget drink garnishes: citrus slices, herbs, cherries, and more
Note: Some unopened alcoholic beverages can be returned, depending on state and retailer policies. Open liquor bottles are shelf-stable, making overbuying a safer bet than running out mid-event.
Reducing Waste and Encouraging Moderation
To help minimize waste and prevent overconsumption:
- Avoid placing all food out at once—pace the courses
- Use smaller serving platters or bowls, which naturally limit oversized portions
- Consider color and presentation; a well-balanced, visually appealing spread encourages guests to sample more thoughtfully
Always round your quantities up rather than down, and identify which dishes will likely be guest favorites so you can plan accordingly. If you know your crowd tends to gravitate toward a particular dish, such as shrimp cocktail or charcuterie, it’s worth preparing extra.
Bringing It All Together
Hosting a memorable gathering doesn’t need to be overwhelming. With thoughtful planning and the right approach to quantities, you can create an event that feels generous, organized, and seamless. And of course, if you’d rather focus on enjoying your guests and not the logistics, Messina’s Catering & Events is here to help with full-service in-home catering tailored to your style and occasion.
Interested in bringing a caterer into your home for your next large gathering?
Visit messinascatering.com to learn more about our award-winning catering services, proudly recognized as one of the best Independent Caterers by New Orleans CityBusiness readers for eight consecutive years.
