There is one fear shared by every event planner, office manager, and party host in Brisbane:

The thought of guests going hungry is enough to keep you up at night. But the alternative—ordering way too much and throwing away mountains of high-quality food—is expensive, wasteful, and frustrating.

Finding that “just right” amount—the Goldilocks zone—is an art form.

As veterans of corporate catering in Brisbane, we have catered thousands of events. We’ve turned portion control into a science. Whether you are hosting a cocktail hour, a boardroom lunch, or an all-day workshop, here is your definitive guide to ordering the perfect amount of food without the waste.

1. The “Time of Day” Rule

The single biggest factor in how much people eat is when you feed them.

Meal Times (12pm – 2pm or 6pm – 8pm): If your event overlaps with a standard lunch or dinner hour, guests will arrive hungry and expect a full meal equivalent. You need substantial options.
Between Meals (Morning/Afternoon Tea): If your event is at 10 am or 3 pm, guests are looking for a snack, not a feast. Light bites are sufficient.
The “After Work” Slot (5pm – 7pm): This is the danger zone. Guests are coming straight from work and haven’t had dinner yet. They will eat more than you think.

2. The “Piece Count” Formula

For finger food and cocktail events, stop guessing and use these industry-standard ratios.

For Events Under 2 Hours:

Pre-Dinner Drinks: 3–4 pieces per person.
Afternoon Tea: 2–3 pieces per person (mix of sweet and savoury).

For Events Over 2 Hours (Meal Replacement):

Light Meal Equivalent: 6–8 pieces per person.
Full Meal Equivalent: 10–12 pieces per person (ensure a mix of heavy/hot items and lighter cold items).

Pro Tip: Always round up by about 10% to account for “big eaters” or unexpected guests. It’s better to have 5 pieces left over than 5 guests hungry.

3. The “Visual Abundance” Trick (Avoid the Waste)

One of the main reasons hosts over-order is purely psychological: they are terrified the table will look empty. They buy extra platters just to make the spread look full.

This is where the Grazing Table is the ultimate secret weapon.

A Grazing Table is designed to look abundant and overflowing, even if the actual gram-per-person count is perfectly calculated. Because the food is artistically arranged—with fruits, nuts, and crackers filling the gaps between cheeses and meats—it always looks generous.

Unlike individual plates or sparse sandwich platters, a grazing table maintains its “wow factor” throughout the event. It allows guests to pick exactly what they want (reducing plate waste) and encourages slow, social eating rather than a “grab-and-go” frenzy.

4. Trust the Experts (Let Us Do the Maths)

You shouldn’t have to sit there with a calculator trying to figure out how many grams of brie 50 people will eat.

At My Alter Ego, taking the guesswork out of catering in Brisbane is part of our service. We don’t just deliver food; we provide guidance.

When you contact us, simply tell us:

The number of guests.
The duration of the event.
The vibe (Standing mingle? Sit-down meeting?).

We will recommend a menu that hits that perfect “Goldilocks” zone—impressive and abundant, but responsible and waste-conscious.

Stop worrying about the quantities. Let us plan the perfect spread for you.