Fix the guest count before the menu
Everything else follows from headcount. Work from confirmed attendance rather than the invite list, then decide how much margin you want. A small buffer is normal for open-invite events; a closed team lunch usually needs none.
Quantities are never guessed on your behalf. The selected menu determines what a portion looks like, and CaterHarbor confirms the final quantities with the caterer before the order is locked in.
Around 20 guests
At this size a single menu works well and keeps things simple. Individually packaged meals are easy to hand out and need no serving setup, which suits meetings, training sessions and small office lunches. Most catering menus have a 10-guest minimum, so 20 comfortably clears it.
Around 50 guests
Fifty is the point where serving logistics start to matter more than the menu itself. Buffet-style trays usually work better than individual boxes: fewer items to distribute, faster service, and easier to offer two or three options. Plan a table long enough for the trays and a clear line so guests are not crossing the room.
Around 100 guests
At 100 guests the priorities become flow and timing. Two serving points instead of one roughly halves the queue. Confirm who is setting out the food, how long it needs to hold, and whether chafing equipment or staffing should be quoted. Give the caterer more lead time than you would for a small order.
Choose the meal format deliberately
- Individually packaged — simple distribution, no setup, good for meetings, hybrid teams and staggered break times.
- Buffet-style trays — better variety per dollar, faster for larger rooms, needs table space and someone to set out.
- Mixed — a main buffet plus a handful of individual meals for specific dietary needs is often the cleanest compromise.
Dietary needs and allergies
Collect dietary information at the same time you collect the headcount, not after. Vegetarian, vegan and halal-tagged selections need to be built into the order, and anything medically important must be identified clearly so the caterer can confirm what is realistic. Labels describe intended ingredients and preparation — they are not a guarantee against cross-contact.
Timing and delivery access
Set your serving time first, then work backwards to the delivery window so there is room for setup. Share the practical details up front: building entrance, buzzer or reception, elevator availability, parking or loading restrictions, and who will meet the driver. Large orders in office towers and community halls fail on access far more often than on food.
Add-ons and contingency
Decide early whether you need drinks, desserts, extra sides, serving equipment or staffing — these are priced separately and are easier to add before the order is confirmed than on the day. Have a simple fallback for the two things that actually change: a late shift in guest numbers, and a delivery that needs to move by half an hour. Tell CaterHarbor as soon as either looks likely.