How Many Trays Of Food Do I Need For 40 Guests?

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How Many Trays of Food Do I Need for 40 Guests?

Planning food for a small event can be just as challenging as catering for a larger crowd. Whether you’re organizing a wedding reception, engagement party, family gathering, or corporate event, knowing the right amount of food ensures your guests are satisfied without excess waste.

This guide will walk you through portion sizes, food tray calculations, and serving recommendations for 40 guests so you can plan with ease!

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Understanding Portion Sizes Per Person

Before deciding how many trays of food you need, consider the standard serving sizes:

• Main Dishes: 6–8 ounces per person
• Side Dishes: 4–6 ounces per person
• Salads: 1 cup per person
• Appetizers: 3–5 bites per person
• Desserts: 1 serving per person

Now, let’s break this down into how many trays you’ll need for 40 people.

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How Many Trays Per Course?

1. Main Entrées

Each person typically eats 6–8 ounces of the main dish.

• A full-size catering tray holds 20 servings of a protein-heavy entrée like chicken, beef, or pasta.
• For 40 guests, you’ll need 2 full trays of a main dish.

Example:

• Grilled Chicken: 2 full trays (20 servings each)
• Pasta Dish: 2 full trays

If serving two main courses, consider one tray of each dish instead.

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2. Side Dishes

Guests will consume 4–6 ounces of each side dish.

• A full catering tray serves 20–25 people, depending on the dish.
• For 40 people, you’ll need 2 full trays per side dish.

Example:

• Rice or Mashed Potatoes: 2 full trays
• Roasted Vegetables: 2 full trays

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3. Salads

Leafy salads require 1 cup per person, while heavier salads (potato, pasta, coleslaw) need 4–5 ounces per person.

• A full tray serves 25–30 people for leafy salads and 20–25 people for heavier salads.
• For 40 guests, you’ll need 2 trays of leafy salad or 2 full trays of heavier salads.

Example:

• Caesar Salad: 2 full trays
• Pasta Salad: 2 full trays

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4. Appetizers

Each guest will eat 3–5 bites of appetizers.

• A full tray serves 20–25 people.
• For 40 guests, plan for 2–3 trays of appetizers.

Example:

• Cheese and Charcuterie Board: 2 full trays
• Mini Meatballs or Sliders: 3 full trays

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5. Desserts

Most guests will eat one serving of dessert.

• A full tray holds 20–25 servings of cakes, brownies, or cookies.
• For 40 guests, you’ll need 2 full trays of dessert.

Example:

• Mini Cheesecakes or Brownies: 2 full trays
• Assorted Cookies: 2 full trays

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Final Catering Tray Breakdown for 40 Guests

Food Type	Approx. Servings Per Tray	Total Trays Needed for 40 Guests
Main Dishes	20 servings	2 trays
Side Dishes	20–25 servings	2 trays per side
Leafy Salads	25–30 servings	2 trays
Heavier Salads	20–25 servings	2 trays
Appetizers	20–25 servings	2–3 trays
Desserts	20–25 servings	2 trays

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Pro Tips for Planning

• Offer Variety – If serving multiple dishes, divide trays accordingly.
• Account for Dietary Needs – Provide vegetarian, gluten-free, and dairy-free options.
• Consider Seconds – Some guests may go back for more, so adjust portions slightly.
• Use Half Trays – If offering multiple sides, half trays allow for more variety.

For 40 guests, you may need around 4-5 trays of food, depending on the dish and the serving size.