Whether it is a church harvest, a nine night, a school sports day or a community fun day, the hardest part of feeding a crowd is the shopping list. Buy too little and the line runs out of food. Buy too much and money is tied up in leftovers that will not keep. This guide gives you a simple method to work out quantities for your own event, using your own headcount and portion sizes, so the numbers fit how your community actually eats.
Step 1: Get a realistic headcount
Everything else depends on this number, so take time with it.
- Start with who is invited or expected: members, parents, students, guests.
- Look at the last similar event. If you kept a record of how many plates were served, that is the best guide you have.
- Split adults and children. Children usually eat smaller portions, so count them separately.
- Decide on helpers. Cooks, servers and volunteers eat too. Add them to the count.
Step 2: Decide what goes on each plate
Write the menu as a plate: one main, one or two sides, one drink, and anything extra such as dessert or a snack bag. For each item, decide your portion size. You know your crowd best; the point is to write it down so you can multiply. For example, you might plan:
- one or two pieces of chicken per adult plate,
- a set scoop of rice and peas,
- a scoop of coleslaw or salad,
- one bottled drink and one water per person.
Use the same serving spoon or scoop on the day that you planned with. Portion control on the serving line is what makes the numbers work.
Step 3: Convert portions into shopping quantities
Multiply each portion by your headcount, then convert to what you actually buy.
Rice
Rice grows a lot when cooked. The USA Rice Federation says one cup of uncooked long-grain white rice makes about three cups of cooked rice. So if you plan one cup of cooked rice per plate, you need roughly one third of a cup of dry rice per person. Measure how many cups are in your bag size once, and you can reuse that number for every event.
Chicken and meat
Work in pieces, not pounds, if you are serving portions. Count how many pieces your chosen cut gives per pack or per pound when you prepare it, then divide your total pieces by that number. Bone-in cuts, boneless cuts and wings give very different counts, so do this check with the exact product you will buy.
Drinks
Drinks are the easiest to calculate because they come in cases. Multiply drinks per person by your headcount, then divide by the number of bottles or boxes in the case. At Jacan, case packs include items such as 24-packs of bottled water, 30-pack and 24-pack juice drinks and 40-pack kids' juice boxes; check the Business & Catering page for current pack sizes. In hot weather, people drink more water than you expect, so do not cut water to save money.
Step 4: Add a sensible buffer, by item
Instead of adding a big percentage to everything, add extra where running out hurts most and where leftovers keep well:
- Add more of shelf-stable items such as bottled water, sealed drinks, rice and paper goods. Unopened, these can be used at the next event.
- Add less of perishable cooked items such as meat and salads, because leftovers have to be handled safely and may have to be thrown away.
- Keep a backup that can be cooked quickly if numbers jump, such as extra rice or a quick side.
Step 5: Do not forget the non-food list
| Item | How to count it |
|---|---|
| Plates or food boxes | One per plate served, plus extra for second servings and take-home plates |
| Cups | Only if drinks are poured; bottled drinks may not need them |
| Cutlery and napkins | One set per person, napkins at least two each |
| Foil and food wrap | For covering trays and wrapping take-home plates |
| Garbage bags | Enough to change bins through the day |
| Cleaning supplies | Dish soap, bleach, hand soap and paper towels for the kitchen |
| Ice | For drinks and for keeping cold food cold |
Step 6: Plan food safety for an outdoor crowd
Feeding people outdoors in Jamaica means heat. The U.S. Department of Agriculture's Food Safety and Inspection Service (FSIS) advises that perishable food should not be left out for more than 2 hours, or 1 hour when it is above 90°F (32°C). In practice:
- Cook and serve in batches instead of putting everything out at once.
- Keep hot food hot and cold food on ice until it is served.
- Cover trays to keep flies and dust off.
- Have a plan for leftovers: cool them quickly or share them out promptly.
Our guide to hot holding, cooling and reheating temperatures covers the details for whoever is running the kitchen.
Step 7: Write it all on one sheet
Put the menu, headcount, portions, totals and pack sizes on a single page. Give a copy to whoever is shopping and whoever is serving. After the event, write down how many plates were served and what was left over. That record makes the next event much easier to plan.
Shopping for your event at Jacan Foods
Jacan Food Distributors at 5C Northern Parkway, Albion Estate, St. Thomas, sells rice, flour, oils, meats, drinks by the case and paper and cleaning supplies at the same shelf price for everyone, with no membership needed and free pickup at the depot. If you need more than the listed quantity, call (876) 363-8322 (open daily 7:00 AM – 10:00 PM) ahead of time so stock can be checked. For storing any extra rice, flour or sugar after the event, see how to store staples in Jamaica's heat.
Sources
- USA Rice Federation, rice cooking yields: usarice.com
- USDA FSIS, "Danger Zone 40°F – 140°F": fsis.usda.gov