Catering Quantities per Person: How Much Food You Really Need for Each Format

As a guide, a buffet needs about 550 to 800 g of food per person in total, and a plated three-course dinner without soup about 500 to 700 g. For finger food, plan 4 to 6 pieces for a short reception, 8 to 12 pieces for a standing reception lasting two to three hours, and 12 to 16 pieces if it replaces dinner. With a confirmed headcount, a buffer of 5 to 10 % is enough. The tables below break this down by format.

All figures are practical guide values for adults. They depend on time of day, duration, guests, weather and what else is served. A good caterer will adjust them to your event.

Basic rules

1. Time of day: a 5 pm reception before dinner needs less food than one that replaces dinner.
2. Duration: at longer events, guests return to the buffet. For parties that run late, a late-night snack works better than an oversized main buffet.
3. Variety lowers the amount per dish: with eight salads, nobody takes a full portion of each. The total stays similar, it is just spread out.
4. Guests: young, active groups eat more than a conference audience in the afternoon. Many caterers count children up to about twelve as half to two thirds of an adult portion.
5. Plan the vegetarian option generously: if it is attractive, non-vegetarians will eat it too.

Finger food: pieces per person

Occasion	Guide value per person
Short reception (up to about 1 hour)	4 to 6 pieces
Standing reception, networking (2 to 3 hours)	8 to 12 pieces
Finger food replacing dinner	12 to 16 pieces
Finger food as a conference lunch	8 to 12 pieces
Additional dessert pieces	2 to 3 pieces

A “piece” is a bite of about 20 to 40 g. Larger items such as mini burgers, wraps or food in jars count more like two pieces.

Buffet: grams per person

Component	Guide value per person
Starters, antipasti	60 to 100 g
Salads, raw vegetables	80 to 120 g
Main protein (meat, fish or vegetarian), cooked	120 to 180 g
Sides (potatoes, rice, pasta, grains)	120 to 180 g
Vegetables	80 to 120 g
Bread	40 to 60 g
Dessert	80 to 120 g
Total	about 550 to 800 g

A cold lunch buffet sits at the lower end, a wedding with a long evening at the upper end. With three main protein options, plan roughly a third of the total for each, plus a little extra for the most popular one.

Plated dinner: grams per course

Course	Guide value per person
Starter	80 to 120 g
Soup (intermediate course)	150 to 200 ml
Main: meat, fish or main component, cooked	120 to 160 g
Main: side	120 to 180 g
Main: vegetables	80 to 120 g
Dessert	80 to 120 g

Plated dinners are the easiest to plan precisely and produce the least waste, provided the headcount is right and special meals are known in advance.

Barbecue and brunch

Format	Component	Guide value per person
Barbecue	grilled items in total (meat, fish, vegetables, halloumi, tofu)	200 to 300 g
Barbecue	salads	150 to 250 g
Barbecue	bread	60 to 100 g
Brunch	all food (bread, spreads, eggs, hot items, fruit, sweets)	400 to 600 g

Drinks

Drink	Guide value
Water and soft drinks	0.3 to 0.5 litres per person per hour, more in hot weather
Sparkling wine at a reception	1 to 2 glasses (0.1 litre each)
Wine with dinner	0.2 to 0.4 litres per wine drinker
Coffee after the meal	1 to 2 cups

German caterers often charge drinks as a flat rate. Our calculator uses 15 to 30 euros per person.

How much buffer?

• Confirmed headcount (wedding with RSVPs, seminar with registration): 5 to 10 %.
• Uncertain headcount (open invitation, free event): not everyone who registers turns up. Plan for a realistic number and keep a quick reserve such as bread, cheese or fruit.
• Avoid a double buffer: many caterers already add their own margin. Ask before rounding up.

Fewer leftovers

• Agree a deadline for the final headcount, usually a few working days before the event.
• Refill the buffet in stages instead of putting everything out at once. Food kept back in the kitchen can be chilled and often reused.
• Collect special diets in advance so the caterer does not have to produce extra portions just in case.
• Settle beforehand whether guests may take food home or leftovers can be donated. Our guide on food waste in catering explains liability and donation in Germany.

Example: buffet for 80 guests

• Food: 80 guests × 550 to 800 g is roughly 44 to 64 kg in total.
• Food cost (guide value): buffet at 28 to 50 euros per person, about 2,240 to 4,000 euros.
• Service staff: about 1 person per 20 guests, so 4 staff. At 5 hours and 30 to 45 euros per hour, about 600 to 900 euros.
• Drinks flat rate: 15 to 30 euros per person, about 1,200 to 2,400 euros.

See how organic ingredients, a vegetarian menu or the number of guests affect the price in our cost calculator. Our guides on organic catering costs and finger food, buffet or plated dinner go into more detail, and the caterer directory lists providers by city.