Amount of Reception Food:

To keep the chart simple - 1 piece of anything (small or large) counts as “1.”
The more options you offer, the more likely people are to take “1 of each.”
Smaller plates or no plates reduce consumption.
Passed appetizers reduce consumption.
Fewer appetizer stations in a big room reduces consumption.
A hosted bar increases consumption as people stay longer.

Number of Servers:

Hotels tend to plan 1 server per 32 guests (minimum service) unless you negotiate for more staff. and/or a higher level of tableside service.

Over Set Guarantee:

• The industry average is 3 – 10 % depending upon the number of guests.
• Over set is “places set at the tables” not a food quantity.
• Some situations make it hard to fill each table. This leaves open seats and may require more overset than the hotel would normally provide. Think about your guests – will they sit at the last place at a table, if they do not know others at the table? Do they come in pairs and need two places? Do they straggle into the meal?

Break Beverages:

The number of gallons of beverages you need for a break depends upon:

• Ratio of men to women in the group
• Length of break
• Size of the cup/glass
• The ease of getting to the break and returning to the meeting on time
• The more options offered, the more waste you will have at the end of the break, if the hospitality standard is to “not run out” of anything

Morning Break

Count = Attendance at the break

Afternoon Break

Count = Attendance at the break

Formula – How Many Gallons To Order

# people x % drinking that beverage = # cups / servings per gallon = gallons to order

300 people x 50% women drinking coffee = 150 cups / 20 6oz cups per gal = 7.5 gal order