Planning a buffet sounds easy—until you’re faced with the question: how much food is enough? Whether you’re catering for 20, 30, or over 100 guests, it’s easy to either under-order and leave people hungry… or over-order and waste your budget.

Here’s a simple, no-nonsense guide to get it right.

How Buffet Catering Is Usually Planned

Every event is different, and how much food you’ll need depends on a few key things:

Guest numbers: Always your starting point
Event length: Will guests be around for one hour or four?
Time of day: Lunch appetites differ from evening ones
Purpose of food: Is it the main meal or just a light addition?

Professional caterers consider all of these before finalising your portions or menus. So while there’s no one-size-fits-all rule, there are a few general benchmarks you can work from.

Buffet Food Guide by Guest Numbers

This section gives a rough idea of how much variety and volume makes sense—plus a few tips to avoid common pitfalls.

Buffet Catering for 20 People

With a smaller group like this, keep your menu tight and balanced. A mix of:

2–3 savoury mains
2–3 sides
1–2 finger food or sweet items

is usually enough. The biggest mistake at this scale is over-catering—trying to offer too many different things. Instead, aim for quality and flow.

Styled grazing board prepared by Wild Truffle Catering for a private event

Buffet Catering for 30–40 People

You’ll want a bit more variety here to keep everyone happy. Think about:

3–4 mains (including vegetarian)
3 sides (something hearty, something fresh)
A couple of crowd-pleasing extras—mini desserts, savoury pastries, etc.

It’s tempting to assume more people = loads more food, but portion control matters more than doubling everything. Caterers plan portions by weight, not just dish count.

Buffet Catering for 50+ Guests

Larger guest lists need more structure. People tend to serve themselves generously, so caterers build in “buffer portions” to avoid running short. Menus at this scale often include:

4–5 savoury mains
4+ sides and salads
Finger food to start or sweet bites to finish

One of the biggest issues at this scale is misjudging pacing—having too little of one item or not replenishing quickly. That’s where an experienced team makes a real difference.

What Should You Include on a Buffet?

Buffets are all about balance. Here’s what to consider:

Hot vs cold options: Cold dishes are easier logistically, but hot trays feel more substantial
Finger food vs plated items: Finger food keeps things casual. Plated or served sides add structure
Savoury mains: Think pasties, quiches, chicken skewers, mini pies, or pasta bakes
Sides and salads: Coleslaw, couscous, potato salad, roasted veg, leafy greens
Vegetarian options: Don’t just add a salad—aim for at least one hearty veggie dish
Desserts: Optional, but always a nice touch

A good buffet doesn’t need to be fancy—it just needs to feel considered.

How Buffet Prices Per Head Are Usually Worked Out

A common assumption is that you can work out a buffet cost by multiplying the number of guests by a fixed rate. But it’s more nuanced than that.

Caterers calculate:

Menu type: Some dishes cost more to prepare or source
Service style: Drop-off buffets are cheaper than staffed service
Volume needs: More guests = bulk savings in some cases, but only if the menu allows
Logistics: Venue access, travel, timing, and set-up requirements can influence price

More importantly—cheaper doesn’t always mean better value. Lower prices often mean smaller portions or limited variety. A good caterer helps you avoid waste and makes sure your food stretches sensibly.

Is a Buffet the Right Choice for Your Event?

Buffets are one of the most flexible catering formats available. They work best when you want:

Guests to help themselves casually
A mix of hot and cold food
Options for different dietary needs
Great food without full table service

They’re especially useful for events like family gatherings, funerals, corporate lunches, and informal weddings.

But there are times when a grazing table may suit better — particularly for social events where guests are mingling rather than sitting down.

If you’d like to see how our buffet catering works in practice, you can explore our Buffet Catering Liverpool service..

Still Not Sure? We’re Happy to Help

You don’t have to guess portion sizes or stress about menu choices. We’ll walk you through it, guest list and all.