How Much Food Do You Need for 25, 50 or 100 Guests?

Think in portions, not trays

Tray sizes vary by caterer, so the safest planning language is portions per person. Ask how many portions each platter serves and whether the count assumes a light snack, standard meal or generous spread.

Ottawa catering plans often need to account for a wider geography than people expect. A lunch in Kanata, a reception in downtown Ottawa, a backyard gathering in Manotick and a bilingual association event near Gatineau can all create different delivery, staffing, parking and timing needs.

Use the ranges and examples in this guide as planning assumptions, then confirm details directly with the caterer and venue before making commitments. Menus, staffing, travel fees, rental needs, taxes and gratuities can change the final quote.

Appetizers and cocktail food

For a short pre-dinner reception, fewer bites per person may be enough. For a cocktail reception replacing dinner, guests need more substantial food and a longer service plan. Ottawa winter events often benefit from warmer, heartier items, while summer outdoor events need cold-safe presentation and quick replenishment.

Mains, sides and desserts

For mixed groups, offer at least one clear vegetarian option and confirm dietary needs early. For 25 guests, small variation in appetite can be noticeable; for 100 guests, buffet planning should focus on replenishment timing and avoiding bottlenecks.

Drinks and coffee

Coffee and tea quantities depend heavily on time of day, season and audience. Government, association and conference events may need strong coffee service, while summer family events may require more cold non-alcoholic drinks than expected.