Start with the protein
Protein is where most of the plate and most of the budget goes, so plan it first. We plan by cooked weight per guest, and the more mains on the menu, the less of each one.
- One main. About 5 ounces cooked per guest.
- Two mains. About 3.5 ounces of each, since most guests take some of both.
- Three or more. About 3 ounces of each.
Bone-in cuts, whole fish and anything carved need more raw weight to land at those numbers. That's the caterer's math, not yours, but it's why a brisket for fifty is a bigger order than it sounds.
Sides, salad and bread
- Sides. About 4 ounces of each, with two or three sides. Starches go faster than vegetables, always.
- Salad. A modest handful per guest. People take less salad at dinner than they think they will.
- Bread and tortillas. One and a half rolls per guest, or two to three tortillas when tacos are the main event.
Passed bites and boards
- Cocktail hour before dinner. Three to four passed pieces per guest, plus a board or two on the side.
- A reception instead of dinner. Ten to twelve pieces per guest across the evening, with at least a few substantial ones.
- Boards and platters. Plan them as a supplement to passed bites, not a replacement, unless it's a short reception.
Breakfast, dessert and late night
- Breakfast tacos. Two per guest, three for a crew that's been up since five.
- Kolaches and pastries. One and a half per guest.
- Dessert. One slice of cake, or two to three bite-size sweets per guest.
- Late night. Plan for most of the crowd still standing, not all of it. A smaller portion for about two thirds of your count is usually right.
What changes the math
- Buffet vs. plated. A buffet needs more food than a plated dinner, because guests serve themselves and the last guest should see a full pan.
- The crowd. A softball team eats more than a board meeting. Tell your caterer who's coming, not just how many.
- Time of day. Lunch runs lighter than dinner. A wedding where guests haven't eaten since noon runs heavier.
- The heat. On a Texas summer afternoon, appetites drop and drinks climb.
- Kids. Count children under ten as about half a guest for food.
Drinks
A common rule for the bar is one drink per guest per hour, a little more in the first hour, plus water and something non-alcoholic that isn't an afterthought. In the heat, double the water.
The short version
Plan the protein by the ounce, keep the sides honest, and tell your caterer who's coming. Every Live Oak proposal does this math for your crowd, so the numbers on it match the people in the room.