Reducing food waste at events and in canteens: planning, leftovers and food donation in Germany

Food waste in catering is mostly prevented through planning: confirm the guest count, order quantities per person based on realistic guide values rather than a generous reserve, have the buffet refilled in small batches, and decide before the event what happens to leftovers. In canteens, pre-ordering, flexible portion sizes and regular waste measurement add to this. If you want to donate food to a food bank or a food-sharing group, remember that the donor remains responsible for food safety.

The scale of the problem

Germany’s Federal Environment Agency (UBA) puts food waste across the whole supply chain at 10.9 million tonnes in 2023. Around 58 % comes from households and 16 % from restaurants, institutional catering and catering services.

Policy pressure is growing. Germany’s National Strategy for Food Waste Reduction (2019) relies on sector dialogues, and a target agreement for the food service sector was signed in 2021. At EU level, the amended Waste Framework Directive (Directive (EU) 2025/1892) sets binding targets for the end of 2030, including a 30 % per capita reduction across retail, food service and households combined. Germany still has to transpose it into national law.

At events: prevent waste before the first bite

Confirm numbers. Most leftovers come from catering for more guests than attend. Ask for binding RSVPs, set a deadline and give the caterer the final count as late as the contract allows.

Check quantities. Compare the quote with guide values per person, which vary by format, time of day and duration. See catering quantities per person.

Choose the format deliberately.

Format	Leftover risk	What helps
Buffet	High, dishes are kept looking full	Refill in small batches, smaller bowls towards the end
Flying buffet	Medium	Plan portions tightly around the guest count
Plated dinner	Low to medium	Collect menu choices and allergies in advance
Finger food	Medium	Fewer varieties in the right quantity

For a full comparison see buffet or plated dinner.

Run the buffet smartly. Label dishes and allergens so guests do not take food „to try“ and leave it, and top up bread and sides on demand, as they are among the most wasted items.

Agree a leftover plan. Decide with the caterer whether leftovers go home with guests, to staff, to a donation partner or into a late snack. Reusable boxes help, as explained in reusable instead of disposable.

In canteens: measure, steer, reuse

1. Measure overproduction, serving leftovers and plate waste separately. Grams of waste per guest is a simple metric.
2. Steer with pre-ordering, forecasts based on past meal numbers, several portion sizes and second helpings instead of overloaded plates.
3. Reuse properly chilled components that were never served, where the hygiene concept and catering system allow it.

How this fits contracted and in-house canteens is covered in sustainable workplace canteens.

Donating food: key principles

This is general information, not legal advice:

• The donor stays responsible. Anyone handing over food, even free of charge, is a food business operator under Regulation (EC) No 178/2002 and must ensure the food is safe. Food banks are food business operators too.
• Best-before vs use-by. Food past its best-before date may in principle be passed on if it is in perfect condition. Food past its use-by date is deemed unsafe (Article 24, Regulation (EU) No 1169/2011).
• Prepared dishes are sensitive. Cooked food must be kept continuously chilled or hot. Dishes that stood open on a buffet are generally unsuitable; food chilled straight after production and never served is more suitable.
• Keep records of what was prepared, chilled and handed over, and when.

German food banks (Tafeln) mainly collect packaged and fresh goods from retail and producers. Whether they accept prepared dishes varies by location, and many do not. Food-sharing initiatives cooperate with businesses under their own pick-up and hygiene rules. Talk to the local organisers in advance. The federal initiative Zu gut für die Tonne! provides practical information in German.

Getting guests on board

Guests help too when they know what is going on. Mention at the buffet that dishes are refilled regularly, so nobody feels they must load up early. Smaller plates encourage several small helpings instead of one oversized one. Offer reusable boxes so guests can take leftovers home, and at company events or in canteens share the results: seeing how much less was thrown away motivates people. Information works better than lecturing.

What is left in the end

Unavoidable waste such as peel or bones, and food no longer fit to eat, goes into organic waste or food waste collection, which large kitchens often send to biogas plants. Better than general waste, but every portion that is never overproduced saves money, labour and resources.

Caterers who take waste seriously can be found in our caterer directory.