One hundred guests do not automatically mean one hundred plates. A three-course dinner, a buffet with second visits and a standing reception need different equipment. Start with the service plan. Then turn each moment of the meal into a line on your list.
1. Map what each guest will use
Ask the caterer which courses arrive plated, which are shared and when used items leave the table. Give every course its own plate and cutlery allocation unless the caterer confirms a suitable washing and turnaround process. A spare stack backstage cannot help if nobody knows where it belongs.
2. Work in pieces first, packs second
For this illustration, assume 100 guests, separate starter, main and dessert plates, and a chosen planning reserve of 10%. This is a planning assumption, not a universal requirement. The pack sizes below are examples; check the actual product.
| Item | Target pieces | Example pack | Order |
|---|---|---|---|
| Starter plates | 110 | 24 | 5 packs = 120 |
| Main plates | 110 | 12 | 10 packs = 120 |
| Dessert plates | 110 | 24 | 5 packs = 120 |
| Main forks | 110 | 10 | 11 packs = 110 |
Use the same calculation for every item: round up required pieces ÷ pieces per pack. Keep both columns in the final order. “Five plates” and “five packs of plates” describe very different events.
3. Count the items that do not sit at a place setting
- Serving spoons, tongs and utensils for every dish, including separate dietary options.
- Bread plates, butter dishes, sauce boats and shared bowls where the menu needs them.
- Coffee cups, saucers and teaspoons; dessert forks do not replace teaspoons.
- Meals for crew, musicians and suppliers, plus equipment for any separate children's menu.
4. Check the table, then the transport
Lay out one complete place setting with the actual plate diameters, glasses, napkin and centrepiece. Next, agree where full racks, clean reserves and returns will stand. Confirm whether trays and transport containers are included, who counts at handover and when collection happens.
The useful final document is a service plan with quantities, pack sizes and named responsibilities—not a shopping list built from guest count alone.
Before booking, send the menu, guest count, dates and venue access details together. Availability, the rental period and any delivery charges still need confirmation.
