LunchLink workplace catering guide
How much food should you order for office catering?
There is no reliable universal tray formula. Portions depend on meal timing, menu composition, serving style, attendee mix, event duration, and whether guests serve themselves or receive a defined meal.
At a glance
Key takeaways
- Confirm attendance instead of using total staff count
- Plan by complete meal composition
- Distinguish light refreshments from a meal
- Ask the selected provider to validate portions
Start with the attendance model
Separate invited employees from expected attendees. Account for remote days, external guests, speakers, vendors, and late additions. For recurring meals, compare registrations with actual attendance over several weeks.
Give the caterer both the confirmed number and any uncertainty. The provider can then explain its cutoff and whether a contingency is possible.
Portions depend on the complete menu
A tray count is meaningless without knowing the portion size, number of mains, number of sides, dietary substitutions, and whether the meal includes dessert or beverages.
For shared service, ask how many people each item is designed to serve as part of the proposed package—not in isolation.
- Meal or light refreshment
- Individual or self-serve format
- Number of mains and sides
- Time of day and event length
- Known dietary portions
- Adults, children, and special event context
Reduce leftovers without risking shortages
Use RSVP reminders, a clear order cutoff, named dietary selections where appropriate, and historical attendance data. For recurring programs, record which dishes run out and which repeatedly return untouched.
Food-safety and donation decisions should follow the selected provider's guidance and applicable local rules.
