Planning catering for a small event—typically 10 to 30 guests—requires a deliberate and flexible approach. Unlike large-scale functions, intimate gatherings offer opportunities for curated menus, tailored service, and personal touches. However, they also demand precision in budgeting, dietary accommodation, and service planning. This guide outlines essential considerations for catering small events effectively and professionally.
Guest Numbers
Accurate headcount is essential. With small gatherings, over- or under-catering by even five guests can significantly affect food quantity, presentation, and cost efficiency.
Tip: Finalize RSVPs at least one week before the event. Confirm dietary restrictions during RSVP collection to streamline menu planning.
Event Format
Clarify whether the event is formal, casual, or themed. This will determine the catering style—plated, buffet, grazing table, or interactive food stations.
Examples:
- Corporate board lunch: Plated meals with light entrées
- Birthday brunch: Buffet with seasonal hot and cold dishes
- Client mixer: Grazing table with premium finger foods
Tip: Choose service methods that align with both space limitations and guest interaction goals.
Select an Efficient Menu
Menus for small events must balance variety with portion control. Avoid excessive choice, which can lead to food waste and higher costs.
Best Practices:
- Offer 2–3 proteins, 2 sides, and 1–2 salads or starters
- Incorporate shared platters for social settings
- Focus on dishes that hold well at room temperature if staffing is limited
Tip: Seasonal produce reduces cost and enhances freshness. For instance, use citrus in summer or roasted root vegetables in winter.
Dietary
Smaller groups increase the expectation of dietary personalization. Most hosts should anticipate at least 2–3 dietary requests.
Standard:
- Vegetarian, vegan, and gluten-free options
- Common allergy awareness (nuts, dairy, shellfish)
Tip: Label all food clearly with ingredients. Ask caterers if they maintain separation protocols for allergy-sensitive items.
Beverage
Plan a focused yet flexible beverage menu. Over-purchasing is common in small gatherings. Match options to the event type and time of day.
Suggested Beverage:
- One red and one white wine
- Sparkling water and still water
- 1–2 soft drink choices
- Optional: welcome cocktail or local craft beer
Tip: For private events, self-serve beverage stations reduce labour costs and encourage guest interaction.
Staffing
Smaller guest numbers do not eliminate the need for adequate service. Poor staffing leads to long waits and disrupts guest experience.
Consider:
- Ratio of 1 staff per 12–15 guests for plated or passed service
- 1 staff per 20–25 for buffet or grazing setups
- Inclusion of a service lead or supervisor if the setup is complex
Tip: Discuss staff responsibilities in advance, including arrival times, setup roles, and cleanup expectations.
Finalize Setup and Equipment
Small events often take place in non-commercial venues such as homes, offices, or boutique event spaces. Clarify what your caterer provides and what needs to be rented.
Checklist:
- Tables, chairs, tablecloths
- Cutlery, glassware, serving platters
- Heating trays or refrigeration units if required
Tip: Ask if the caterer performs a site visit before the event. This helps identify access points, kitchen usage, and power requirements.
Budget
For events under 30 people, per-head costs are often higher than for larger events. Avoid overordering, but don’t cut corners on quality.
Control Cost:
- Opt for shared platters or grazing boards
- Eliminate redundant service elements (e.g. formal table settings at casual events)
- Provide your own beverages, if permitted by the caterer
Tip: Request an itemized quote. Clarify minimum spend requirements, cancellation terms, and payment milestones.
Small gatherings present unique catering opportunities—more control, closer attention to guest experience, and potential for personalization. However, success depends on detailed planning. By defining the event structure, selecting an efficient menu, meeting dietary needs, and aligning service to budget, hosts can deliver a seamless catering experience that meets both aesthetic and operational expectations.
