How to Choose Catering for 100+ Guests

Catering for large events requires careful planning and the right partner. Whether you're organising a wedding ceremony, corporate conference, or celebration for 100+ guests, this guide covers how to choose and work with caterers for successful large-scale events.

Understanding Your Catering Needs

Key Questions to Answer First

• Guest count: Final numbers or estimated range
• Event type: Formal dinner, cocktail, buffet, casual
• Duration: How long will food service be needed?
• Budget: Total catering budget or per-head target
• Venue: Kitchen facilities available, or all catering brought in?
• Dietary requirements: Known restrictions to accommodate

Service Style Options

Plated/Sit-Down Service

• Individual plates served to each guest
• Most formal presentation
• Requires significant wait staff
• Controlled portions and timing
• Higher per-head cost

Buffet Service

• Guests serve themselves from stations
• Greater variety of dishes
• Less staff required
• Moderate cost
• Can create bottlenecks if poorly planned

Food Stations

• Themed stations around the room
• Interactive and engaging
• Spreads guests throughout space
• Popular for modern events

Cocktail/Canapes

• Circulated finger food
• Standing, social format
• Lower cost per head
• Suits shorter events

Finding the Right Caterer

Where to Look

• Venue recommendations (often have preferred suppliers)
• Referrals from friends or colleagues
• Industry directories and associations
• Reviews and testimonials online
• Recent event attendees

Experience with Large Events

Confirm the caterer has experience with your event size:

• Ask for references from similar-sized events
• Enquire about their maximum capacity
• Discuss their approach to scaling
• Ask about kitchen and equipment capacity
• Check staffing levels for large events

Questions to Ask Caterers

• What's included in your per-head price?
• How do you handle dietary requirements?
• What's your staffing ratio for serving?
• Do you provide all crockery, cutlery, glassware?
• What kitchen facilities do you need?
• Can we do a tasting?
• What's your cancellation policy?
• When do you need final numbers?
• Do you handle liquor service or just food?
• What's your backup plan if key staff are sick?

Menu Planning

Menu Considerations

• Season: Seasonal ingredients are fresher and often cheaper
• Guests: Consider age range and cultural backgrounds
• Time of day: Breakfast, lunch, dinner, or cocktails
• Event style: Formal vs casual
• Flow: How many courses and timing between

Dietary Requirements

For 100+ guests, expect to accommodate:

• Vegetarian: Usually 10-15% of guests
• Vegan: Increasing demand
• Gluten-free: Common requirement
• Halal/Kosher: Depending on your guests
• Allergies: Nuts, shellfish, dairy common

Collect dietary requirements in RSVPs and share with caterer.

Quantity Planning

Caterers should guide you, but general rules:

• Cocktail: 8-10 pieces per person for 2-3 hours
• Buffet: 200-250g protein, 150g sides per person
• Plated: Standard portion sizes per course
• Children: Usually 50-70% of adult portions

Logistics for Large Events

Venue Requirements

• Kitchen access and facilities (refrigeration, ovens, sinks)
• Power supply for equipment
• Storage space for supplies
• Service area for plating
• Load-in access for deliveries

Timing and Flow

• Work with caterer on realistic service timing
• Allow time between courses for speeches, activities
• Plan buffet traffic flow to avoid queues
• Consider multiple serving lines for large groups
• Brief MC on meal timing cues

Staffing

Typical staffing ratios:

• Plated service: 1 server per 15-20 guests
• Buffet: 1 server per 25-30 guests
• Cocktail: 1 server per 25 guests
• Plus kitchen staff, bar staff, supervisor

Budget Management

Typical Cost Breakdown

• Food: 50-60% of catering cost
• Staff: 20-30%
• Equipment hire: 10-15%
• Other: Delivery, setup, cleanup

Managing Costs

• Cocktail format typically 30-40% less than sit-down
• Choose cost-effective proteins (chicken over beef)
• Limit courses (two instead of three)
• Seasonal menus reduce ingredient costs
• Compare quotes from multiple caterers
• Ask what's negotiable

Hidden Costs to Clarify

• Corkage if BYO beverages
• Cake cutting fees
• Equipment hire (if not included)
• Staff overtime
• Gratuities
• Minimum spends

Working with Your Caterer

Booking Process

1. Initial enquiry with event details
2. Receive proposal and menu options
3. Tasting (if offered)
4. Finalise menu and details
5. Sign contract and pay deposit
6. Provide final numbers (usually 1-2 weeks before)
7. Final payment
8. Event day execution

Communication

• Maintain single point of contact
• Put all agreements in writing
• Share event run sheet
• Introduce caterer to venue manager
• Confirm logistics before event day

Venues with Catering Flexibility

KP Centre in Shailer Park allows full catering flexibility for large events:

• No restricted caterer list: Choose any caterer you prefer
• Commercial kitchen: Full facilities for caterers
• Auditorium One: Large events up to 350 guests
• Auditorium Two: Events up to 200 guests
• BYO permitted: Flexibility with beverages
• Free parking: 200 spaces for guests

Contact us to discuss your event catering arrangements.