Planning an event? Whether it’s your company’s annual celebration, your big day, or a weekend gathering with friends, getting the food right is key. However, with numerous options available, selecting the ideal catering partner can be a bit overwhelming. Don’t worry—we’ve got you.

At Bain Marie, we’ve helped hundreds of hosts in Hong Kong make their events unforgettable. In this guide, we’re breaking down exactly what to look for in a catering service, so you feel confident, prepared, and maybe even a little inspired.

1. Start with Your Event and Your Guests

Every great event starts with understanding the crowd:

• Corporate Lunch or Formal event? You want something polished, professional, with formal service
• Wedding or Engagement? Go for elegance, generous portions, and wow-worthy presentation.
• Birthday, Junk Boat, or House Party? Keep it relaxed—think finger food or themed buffets.

Don’t forget about your guests’ needs. Are there any dietary restrictions? Any vegetarians, gluten-free eaters, or halal preferences?

2. Pick the Right Catering Style (It Matters!)

Food isn’t just about taste—it’s about how it fits into your event. Here’s a quick breakdown:

We offer tailor-made menus that can be mixed and matched to suit your occasion perfectly.

3. Look for Real Experience (Not Just a Pretty Website)

When shortlisting a caterer, dig a little deeper:

• Have they handled events like yours before?
• Can you find real client reviews or photos from past events?
• Do they provide more than just food—like staff, plates, or decor?

We’ve catered everything from 10-person brunches to 1000+ guest corporate galas—and we bring everything needed, including smiles.

4. How Do They Communicate?

Here’s a big one: do they respond quickly? Do they make you feel heard? You’ll be coordinating closely, so you need a team that keeps things easy.

At Bain Marie, we offer:

• Responsive and Friendly Customer service - we are here to help you !
• Clear, itemized pricing (no hidden surprises)
• Quick turnaround on questions, edits, and updates

"Very efficient and responsive, with great food and on-time delivery. Highly recommended!" – Google Review

5. Clarify the Extras (Don’t Assume!)

Ask upfront:

• Will they bring cutlery, platters, warmers?
• Are staff in uniform and included?
• Who’s cleaning up afterwards?

We keep things simple. At Bain Marie, there are no surprise rental costs—you can check all of our rental prices in our equipment section here. Common questions are listed in our FAQ to help you better understand how we work.

 

"A bonus is that they don’t charge extra for equipment. Great value and stress-free setup!" – Google Review

Let’s Make Your Event Delicious

From first call to final bite, our goal is simple: create an experience your guests will talk about long after the last canapé is eaten.

Reach out for a no-pressure quote or check our catering menu. We’re here to help you plan confidently, serve beautifully, and celebrate effortlessly.

Contact Bain Marie to start planning your menu today.

We can’t wait to cook something special for you!

Planning a catering event involves dozens of details, but one that often gets overlooked is staffing—specifically, how many waiters you'll need. The number of staff you hire can make or break your guests' experience. At Bain Marie, we believe flawless service is just as important as great food.

This guide is here to help you determine the perfect number of waiters for your event based on your guest count, service style, and event complexity.

Why Staffing Matters in Catering

At Bain Marie, we know that good service is just as important as good food. Having the right number of waiters at your event makes a big difference to how your guests feel.

Too few waiters can cause delays and frustration. Too many waiters might cost more than needed. Getting this balance right helps your event run smoothly.

4 Key Factors to Determine Staffing Needs

1. Guest Count

The first thing to think about is how many people will attend your event. More guests usually means you need more waiters.

A good starting point is one server for every 10 to 15 guests, but this can change based on other factors.

2. Type of Service Style

The way you serve food affects how many staff you need:

Buffet Service

For buffets, you need waiters to refill food, clear plates, and help guide guests. Even though guests serve themselves, staff are still important.

Sit-Down Dinner

This needs the most staff. For special dinners, please call us to discuss your menu, as some dishes need more service than others.

Canapés Service

You can serve canapés in two ways:

• At a buffet table: Guests help themselves
• Passed around: Waiters move through the room offering food to guests

Passed canapés need more staff to make sure all guests get offered each item without waiting too long.

3. Drink Service

If your event includes drinks, this will affect your staffing needs:

Full Bar Service

You'll need:

• Bartenders
• Staff to serve drinks to guests

Self-Service Options

If you want to save on staff, we offer self-service options like cold fountain dispensers or hot coffee/tea stations. 

See our drink options at: Bain Marie Beverages

4. Venue Layout & Complexity

It's important to adapt these recommendations based on the specifics of your venue. Factors such as accessibility, layout, and the presence of stairs can affect the efficiency of your serving staff and may require adjustments to the standard staffing ratios.

Large or multi-room venues often require more staff to maintain consistent service, while smaller but tightly packed spaces can also require extra servers to ensure movement and access.

Bain-Marie Recommended Staffing Charts

Buffet Service

See Our Catering Menu:- Bain Marie Catering Menu

Canapés Buffet Service

Canapés Pass Around Service

Check Our Canapés Menu

• SAVOURY CANAPES
• SWEET CANAPES

Drink Service Only

Quick Example: For 80-89 guests with buffet service, you need 5 waiters with drink service or 3 waiters without drink service.

Service Duration and Pricing

Understanding the time commitment is crucial for proper staffing:

Monday - Sunday Service Options

Up to 5-hour service (including 30 minutes setup and 30 minutes dismantling)

• Base pricing: 1200 HKD/Per Waiter

Up to 9-hour service (including 30 minutes setup and 30 minutes dismantling, plus one 30-minute lunch pause)

• Extended service pricing: 1500 HKD/Per Waiter

Special rates apply for Christmas, New Year's Eve, and Chinese New Year events.

Additional Considerations

• Event Duration: Longer events mean staff will need breaks—build in extra coverage, especially for 9-hour services that include lunch breaks.
• Guest Demographics: Elderly guests, children, or VIPs may require more personal attention and could necessitate additional staff.
• Service Complexity: Events with multiple service stations, special dietary requirements, or premium presentation standards may require more experienced staff.
• Peak Service Times: Consider when service will be most intensive (cocktail hour, dinner service) and ensure adequate coverage during these periods.

How Bain-Marie Simplifies Staffing

• Custom staffing plans based on your menu, format, and guest list
• Transparent pricing with setup and breakdown time included
• Experienced, uniformed professionals trained in premium hospitality
• Flexible service options from basic buffet support to full-service dining
• Professional equipment, including cold fountain dispensers and hot beverage stations for self-service options

Need Help Deciding?

Not sure how many waiters you need? Contact Bain-Marie for a tailored recommendation. Our team will guide you based on your event size, style, and budget to ensure your guests receive top-tier service. For complex sit-down dinners, we particularly recommend calling us to create a custom estimate based on your specific menu requirements.

Contact us for any queries or tailored recommendations - Contact Bain Marie