Catering for a large group - help!

thunderbird

got to arrange food for a picnic next week - about 65 people in total, adults and children.

ideas are -

Pringles
Dips
cheese puffs
Crackers
cheese
ham
sausage rolls
cheese and onion rolls
samosas
onion bhajis
bread rolls
pasta salad
potato salad
couscous salad
lemon tart
apple pie
cupcakes
watermelon
various drinks; fizzy cans, juices, water, lager, wine

however, no idea on quantities. My friend suggested 2 bread rolls per person, but I thought that was way too much considering all the other food on offer.
any ideas? (we do have quite a bit budget but still don't want to be getting more than needed)

Alikay

A lot depends on the size of the rolls, of course, but based on the small/medium sized ones rather than large baps I'd probably buy about 100.

GwylimT

It is better to provide too much food than not enough. About the watermelon, will you be providing wet wipes, I would also avoid fizzy drinks.

marisco_2

Sounds lovely, I hope the weather is as nice for your picnic as it is today. When working out the quantities I would take into account how many children there are versus adults. Also are any of your party vegetarian and do some have special dietary requirements/allergies? Well worth checking into before going any further. I would agree with you that 2 rolls per person sounds too much considering the range of food you are planning on supplying.

thunderbird

We are going to have plenty of serviettes/kitchen roll and we will be near toilet facilities for people to wash their hands, so I think the watermelon should be ok

Why no fizzy drinks? Asking people who are going, they have requested coke/diet coke.

We have got a few veggies (myself included!) and my son is the only one with an allergy so I will make sure he is provided for.

Another consideration is that we are a bit limited on storage space for the chilled items so can't get too much.

It is all a lot more complicated than first thought!

msb5262

My rule of thumb for calculating quantities of food is simple: plan 1 person's plate, then multiply according to numbers.

The other day I had some friends over for afternoon tea and I worked out a plate like this:

1/4 cheese and tomato sandwich
1/4 ham sandwich
1/4 egg and cress sandwich
3 mini sausages on sticks
salad garnish - 1/2 tomato, 1/10 cucumber, 1/10 lettuce
fruit scone x one and a half
15ml double cream
15g jam
1 x meringue
1/10 chocolate cake

then worked out how much I needed to provide everyone with this plate. This helps to minimize waste.

Obviously not everyone eats exactly the same things or exactly the same amounts, but this way you can be fairly close on overall quantities. It also helps you to balance the food up a bit if you visualise a plate with each thing on it - you may find you've got too many starch-based things, or not enough variety of colour or texture.

For your information, women tend to eat more greenery than men and men tend to eat more meat-type foods. When you have a large group of people eating, they will eat slightly less per head than a very small group. This may help you to calculate a bit!

Also think about the logistics of eating these foods - is it a fingers picnic or a fork picnic or a knife and fork picnic?
Will people need a 2nd paper plate if they want seconds (if some of the foods are wet, like potato salad)?
Will there be butter with the bread/rolls/crackers?
How will people spread the butter on?
Do you need to provide lots of receptacles for food-related rubbish (e.g. cocktail sticks, napkins)?
How many serving spoons/knives will you need? Remember spare ones!
Don't forget lots of bags for rubbish, maybe a designated container for recycling/waste food, and cling film or lids so you can transport left over food back safely.

HTH

MsB

krlyr

It might be worth considering foods that are freezable if they're not eaten, to prevent waste. E.g. if you bought 100 rolls, I'd put out 50 (remember that not everyone may want a roll, let alone too) and just top up if the plate is looking empty. Any leftover can be taken home and frozen rather than binned.

gingin_2

For me, it all sounds a bit carb heavy. It's lovely thing to do, so I'm not wanting to knock it but I don't see it as being particularly balanced, especially if you say that you have a good budget. I'd add some salad, cherry tomatoes, cucumber, chicken pieces or maybe some salmon if you can stretch.

I'd only eat one bread roll if I was going to have the other things listed.

thorsoak

I would suggest that you make up some squash and freeze it (in the plastic squash bottles) - or just freeze plain water in bottles - remembering to leave room for the frozen drink to expand). Lay these bottles in the bags in which you are transporting the food - keeps the food cooler and also means that later in the day you still have some cold drinks!

Works for us when we've had large parties. I also endorse two or three packs of wet wipes.

thunderbird

Thanks - lots of good ideas there.

We have planned cutlery, bin bags, foil and cling film for leftovers. Also getting individual ketchup, mayonnaise and butter portions. Loads of plates, some bowls and cups.

I agree it is carb heavy! and not what I would normally eat myself. I did miss lettuce off the list, we are going to get some bags of mixed leaves.

CH27

thorsoak wrote: »

I would suggest that you make up some squash and freeze it (in the plastic squash bottles) - or just freeze plain water in bottles - remembering to leave room for the frozen drink to expand). Lay these bottles in the bags in which you are transporting the food - keeps the food cooler and also means that later in the day you still have some cold drinks!

Works for us when we've had large parties. I also endorse two or three packs of wet wipes.

We do that too.