Budget Talks
Your cooking for a crowd budget is usually the basis by which all meal decisions are made. You may be the one who has set the budget or you must consult with the party-throwers on the amount of money set-aside for the event.
Cooking on a budget doesn't necessarily mean you have limited dollars. The budget is a reasonably firm guideline of how much money you can spend, ideally with some flexibility.
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The food budget will decide the number of guests, location of the event, type of service, length of the party and the type and quality of the food. In turn, each of these will structure your menu.
You should first determine if your allotted budget is to include such things as decorations, tables and chairs, linen, entertainment, etc. It may be best to calculate the costs of food and beverages separately because costs can be fine-tuned based on the menu and number of guests, which will then determine the numbers on plates, napkins, cups, etc.
Be For Real
A good way to get an initial idea of your menu possibilities and a rough estimate of your food costs is to divide the allotted food budget by the number of desired guests.
If your food budget is $1250.00 and you would like 100 people to attend, that comes to $12.50 per person for food.
This number is a starting point in determining the menu. It tells you that you may not be able to afford lobster or fillet mignon, but a chopped shrimp appetizer and beef tips may not be out of the question.
​It is best to work backwards with your budget. Don’t start planning and spending money on what you really want without considering your bottom line. You may end up with the prime rib of your dreams, but little else.
Find ways to compromise between what you would like and what you can reasonably afford. For instance, spend more on the entrée but less on the side dishes; or serve one special dessert instead of three simple ones.
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See Calculating Food Costs for more information.
Budget Minded Tips
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When planning any type of budget you must account for budget overages. This prevents you from blowing it altogether. Set aside about 2% to 5% for underestimations on food and unforeseen or unexpected costs, such as an emergency gallon of sugar-free, non-fat ice cream for the die-hard dieters in your crowd.​
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If possible, it is best if your group or organization has a separate credit or debit card, or online payment account for event planning funds. Only one or two people should have access to account making it easier to track purchases, transactions and balances.
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Getting an early start in the menu planning process is never a bad idea. Aside from having time to allow your creative culinary juices to flow, you will have ample time to snatch-up those out-of-the-blue bargains on cooking equipment, serving pieces and non-perishables.
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Discount superstores and even some “dollar” stores are the best locations for plasticware such as serving utensils, platters, storage containers and large containers for transporting food; not to mention plates, cups, napkins, eating utensils and the like.
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Cooking for a crowd does not mean you have to compromise taste. Remember, you are a Kitchen Warrior! With careful planning and your extraordinary imagination, you can produce a formidable feast, even on a limited budget.