So, it’s a family member’s birthday, or you’re celebrating a colleague’s retirement, or maybe you’re in charge of the local sporting clubs’ end of year party. Regardless of the occasion, catering for 50 guests on a budget is a big task.

Let’s be honest, there’s nothing ‘simple’ about a large gathering and planning catering ideas for large groups BUT with some clever planning and following our practical list of Do’s and Don’ts, there’s a way to have a successful and well-catered event with the budget and your stress levels intact.

Dos for Catering for 50 Guests on a Budget

Doing the following can save you a lot of time and money in the long run:

Do: Plan Your Menu in Advance

When catering for 50 guests on a budget, a well-planned menu helps you make thoughtful decisions, stay organised and avoid last-minute stress.

Let the kind of occasion help you define the menu. If it’s a community sporting event, everyone loves a good BBQ. An office occasion may call for sandwiches and grazing platters.

Of course, to plan a great menu, you need accurate guest numbers. Catering for 20 people requires less food and catering supplies than catering for 50 people. Think about your guests’ demographic and confirm their RSVPs and any dietary requirements as soon as possible.

Do: Set a Realistic Budget

Catering for 50 guests on a budget can be tricky. Determine a realistic budget and stick to it. The two main ways to budget is either setting a limit on the key items (Venue, food, décor ect) or breaking the budget down to a cost-per-person. Factor in all costs, including food, drinks, decorations. Don’t forget cleaning products!

Do: Utilise Seasonal and Local Ingredients

Take advantage of seasonal and local ingredients. They are usually fresher, more affordable, and more flavourful. Utilise cheaper cuts of meat, and visit local farmers’ markets to find great deals on produce and support your community.

Do: Prepare Simple Yet Delicious Dishes

When catering for the masses, choosing crowd-pleaser recipes is a great way to win most people over. Think of classics like pasta salads, roasted vegetables, and grilled meats. Chicken and beef are cheaper meats that most people enjoy. Large tray-style dishes like lasagne, casseroles, rice and curries are great meal ideas when catering for 50 guests on a budget.

Do: Delegate Tasks to Friends, Family and Colleagues

Catering for 50 guests on a budget is a lot of work, don’t be afraid to ask for help! Delegating tasks to friends, family—and for a work function; colleagues—can ease your workload and make the event more enjoyable for everyone. Critical tasks include venue setup, preparing food, and managing the serving stations.

When planning, create a list of tasks others can do and let them know their responsibilities in advance to reduce your mental load on the day. Remember to have people rostered on to help clean up and pack down.

Do: Create a Sustainable Event

In modern events, guests are more conscious about their consumption. Purchase biodegradable plates and straws to reduce plastic waste. As the event draws to a close, offer guests to take some of the delicious food home in takeaway containers, saving on food waste and clean up time. If you do have any leftovers after the guests leave, be sure to use food wrap and foils to best preserve those leftovers.

Don’ts of Catering for 50 Guests on a Budget

Avoid: Last-Minute Purchases

Avoid last-minute purchases of supplies as they can lead to poor choices and unnecessary expenses—like express delivery. Create a checklist of all the things you need during the planning phase. When purchasing certain quantities of food and supplies it saves to buy a couple extra of everything in case of last-minute guest additions or something gets lost or broken.

Don’t: Overcomplicate the Menu

Stick to simple, crowd-pleasing dishes that are easy to prepare and serve. Aim for 2-3 options of certain foods, too many options can confuse guests and leads to more food waste. Complicated recipes also require more ingredients, time, and money.

Avoid: Expensive-out-of Season Ingredients

Avoid expensive, out-of-season ingredients. They can quickly blow your budget and may not taste as good as their seasonal counterparts.

Don’t: Forget to Account for Dietary Restrictions

Even if you think you know all your guests well, don’t assume all guests have no dietary needs. Common dietary requirements include nut allergies, vegetarian, vegan, gluten-free, and halal. If none of your guests specify any dietary requests, it pays to have these some options available in case someone forgets to tell you.

More Tips for Efficient and Affordable Event Management

Create a Detailed Plan and Timeline

A detailed plan and timeline will help you stay organised and ensure everything runs smoothly. Key timeline details include when guests arrive, what time to serve food, pack up, pack down, assign responsibilities, and set deadlines to keep everything on track.

Purchase Catering Supplies in Bulk

Buying in bulk can save you a significant amount of money. Buy disposable cups along with other catering essentials to streamline your event. Bulkbuys has plenty of catering supplies offering easy catering for large groups. Bulkbuys catering supplies are available to small and large businesses as well as the general public.

DIY Decorations and Centrepieces

Simple, elegant designs can add a personal touch to your event without breaking the bank. Get creative with DIY decorations and centrepieces, use materials you already have or find inexpensive options at craft stores and online. Hiring party items like cake stands, photo backdrops may also be cheaper than purchasing outright. 

Opt for a Buffet-Style Serving

Buffet-style serving is a budget-friendly and easy catering option for large groups and creates a more relaxed dining atmosphere.

Having a buffet is a great way to inclusively cater to dietary requirements as it allows people to add the foods and portions they want and skip any awkward questions about dietary restrictions.

Whilst planning, consider the layout of the buffet, including plates, bowls and cutlery, protein, vegetables, sides, drinks and condiments. A well-executed buffet will have a natural orderly flow and have the capacity to quickly serve a large number of guests.

Keep Track of Expenses

Keep receipts and use debit cards to maintain a detailed record of all expenses to ensure you stay within your budget. Track every purchase and adjust your plans if you’re approaching your spending limit.

Key Takeaways for Successfully Catering for 50 Guests on a Budget

Whether catering for 50 guests or more, When it comes to hosting an event, catering to a large group of 50 people or more, you need to make some big decisions. Remember, the key to successful catering lies in planning, the right supplies, simplicity, and a little help from friends and family.