Catering for 25 People or More: What You Need to Know

Whether you're hosting a private dinner, a corporate event, or an intimate celebration, catering for a group of 25 or more requires careful planning, precise execution, and an understanding of how food fits into the event experience. At this scale, you’ve moved beyond the point of cooking a few extra portions in your home kitchen and into the realm where catering becomes essential—not just for convenience, but to ensure the event runs smoothly.

The key to catering for a mid-sized group is finding the balance between quality and efficiency, variety and cohesion, indulgence and practicality. Every event is different, but the core principles of good catering remain the same: know your audience, define the experience, and execute it seamlessly.

1. Set the Tone Before You Set the Menu

Before choosing dishes or debating drink pairings, take a step back and think about the event.

• What’s the format? A sit-down dinner has different requirements than a cocktail reception. A working lunch needs to be structured differently from a family-style feast.

• What’s the energy of the gathering? A creative networking event calls for a different food experience than a formal milestone celebration.

• How will the food be served? Passed hors d’oeuvres encourage movement and conversation, while plated meals create a more structured dining experience.

Catering should enhance the atmosphere, not compete with it. A sleek, high-energy event should have food that reflects that mood—think beautifully plated small bites, interactive food stations, or a curated bar program. A slower, more intimate gathering calls fora menu that encourages conversation, thoughtful plating, and family-style elements that bring guests together over shared dishes

2. Know Your Guests (+ Their Dietary Needs)

At any event with 25+ guests, you’ll likely have a range of dietary preferences and restrictions. The key is designing a menu that accommodates everyone while feeling intentional, not like an afterthought.

• Always offer a strong vegetarian option—something that stands on its own, rather than feeling like a substitute.

• Label everything clearly—from gluten-free to nut-free, transparency matters.

• Offer variety without overwhelming the menu. Two to three protein options (one vegetarian), plus a mix of side dishes, ensures balance without excess.

The best way to prepare? Ask guests about dietary restrictions before finalizing the menu. It’s a small step that makes a big impact on guest experience.

3. Portion Planning: How Much Food Do You Really Need?

Catering for 25 is a tipping point in scale—too small for mass production but large enough that portioning needs to be calculated carefully. Here’s a breakdown of recommended portions per guest based on different dining formats:

Cocktail Reception

• 5-7 hors d’oeuvres per person, per hour if food is the main focus.

• 3-4 hors d’oeuvres per person, per hour if followed by a meal.

A mix of cold and hot bites, plus a few interactive elements (like a grazing table or raw bar), keeps things engaging without overwhelming guests.

Plated Dinner

• Appetizer: One per guest

• Main Course: 6-8 ounces of protein per guest, plus sides

• Dessert: One full serving per guest

Plated meals require precision in timing and execution, meaning service staff and kitchen coordination are just as important as the food itself.

Buffet-Style or Family-Style Meal

• Main proteins: 5-6 ounces per person

• Sides and salads: 4-5 ounces per person

• Bread: 1.5 pieces per person

Buffets work well for laid-back gatherings but should be carefully curated—too many options create decision fatigue and unnecessary leftovers.

4. Logistics Matter: Space, Timing, and Service

Food is only as good as the logistics supporting it. Before finalizing catering, consider:

• Does the venue have proper serving space? Buffets need designated flow areas; plated meals require a service station for staff.

• What’s the timing? Food should be ready when guests arrive—not in progress.

• Will you need staff for plating, passing, or clearing? If service isn’t included, factor this into the budget.

Venue setup plays a major role in execution. A beautiful menu means nothing if the space doesn’t support efficient service

5. The Menu: Elevated, Yet Effortless

We’re more than just caterers—we’re event partners. Our team handles the details so you can focus on enjoying your celebration. From elegant plating to eco-friendly practices, Pheasant brings a local touch with a modern flair. Catering for 25 or more demands balance—between variety and cohesion, refinement and accessibility. The best menus feel intentional, not overwhelming, with dishes that highlight seasonality, quality ingredients, and a seamless dining experience.

On the Table

A warm, inviting start that sets the tone for the meal.

• House Focaccia & Olives – toasted fennel seeds, citrus, chiles

First Course: A Fresh Start

The opening course should be light, bright, and layered with flavor.

• Brooklyn Grange Greens – shaved vegetables, sherry vinaigrette, vincotto

This salad is simple but dynamic, balancing crisp textures, subtle acidity, and depth from the aged vinegar.

Second Course: A Well-Curated Selection

Main courses should feel substantial without being heavy, offering a mix of proteins and plant-based options.

• Goffle Farm Chicken Provençal – olives, peppers, basil, nugget potatoes

• Slow-Cooked Salmon – English pea, morels, asparagus, sauce vierge

• Ratatouille Pavé – pine nut pistou, opal basil, parmesan crisps

Each dish is designed to stand alone yet complement the others—rooted in classic technique, with a contemporary edge.

Sides That Matter

Sides should be more than an afterthought. They should enhance the main course without competing with it.

• Miso-Whipped Potatoes – a rich, umami-forward take on a classic

• Crisp-Tender Vegetables – finished with citrus zest and olive oil

• Charred Carrots with Pistachio Dukkah – smoky, spiced, and texturally complex

These accompaniments ensure a harmonious, well-rounded meal.

Dessert Done Right

The final course should be unexpected yet effortless—memorable without being excessive. Considering dessert bites offers the guest variety without much thought.

• Blackout Chocolate Cake Bite – meringue

• Cheesecake – candied lemon, poppy seed shortbread

• Seasonal Fruit Tart – vanilla pastry cream

Dessert is the final impression, so it should leave guests satisfied yet wanting just one more bite.

6. Drinks: A Well-Curated Bar Program

A thoughtful drink menu is just as important as the food. Whether it’s a signature cocktail, a natural wine list, or an espresso martini nightcap, the drinks should match the mood.

• Signature cocktail option tailored to the event theme

• Balanced wine selection—a crisp white, a structured red, and something celebratory

• Coffee and tea service—because a late-night espresso round is always a good idea
  

7. Why Good Catering is More Than Just Food

At Pheasant, we believe catering is about creating experiences, not just meals. That means:

• Seasonally driven, ingredient-focused menus that feel thoughtful and personal.

• Seamless service that integrates into the event, not just the meal.

• A team that understands the balance between precision and spontaneity.

A catered event should feel effortless—but effortlessness comes from intentional planning and execution.

Let’s Make It Seamless

Catering for 25+ doesn’t have to be overwhelming—it just needs the right balance of structure, style, and execution.Whether you’re planning a private dinner, an industry event, or a milestone celebration, we’re here to make sure the food is just as memorable as the moment itself.

Let’s talk catering (it’s our favorite topic).