Feeding a Crowd: Tips for Stress-Free Family Reunions & Retreats
By Chantel Mackay, Executive Chef & Owner, Sunflower Catering - August 2025
There’s something special about gathering your people in one place—sharing stories, food, and late-night laughter around the table. But when you’re the one organizing it all? It can feel more overwhelming than joyful.
If you're planning a multi-day event like a family reunion, team retreat, or cottage weekend, feeding everyone doesn’t have to be stressful. With a little planning and the right support, it can be fun, affordable, and genuinely nourishing.
1. Think in Terms of Meals, Not Days
It’s easy to get overwhelmed by the idea of feeding 15+ people for a week. Instead, break it down: how many meals are you actually responsible for? Maybe breakfast is casual and self-serve. Maybe one night is takeout. Count up the true number of sit-down meals, then plan from there.
2. Mix Service Styles
You don’t need a hot buffet for every meal. Rotate in soups and sandwich lunches, platter-based snacking, or grazing-style dinners to keep things flexible. These options are often more cost-effective and less time-sensitive than formal service.
3. Include Everyone (and Everything)
Think about dietary restrictions, allergies, and preferences ahead of time—especially for kids, older guests, and anyone with specific health needs. A good caterer (hi!) will help you design a menu that feels thoughtful and inclusive.
4. Have a Clear Food Plan
Who’s providing what? What time is lunch each day? Is there fridge space? Having a clear schedule prevents food waste, chaos, and last-minute stress. And if you’re hiring a caterer, let them handle the logistics—from prep and transport to serving and clean-up.
5. Don’t Forget Snacks & Next-Day Solutions
Guests love having easy grab-and-go options. We often build grazing boxes, snack platters, or boxed lunches to keep guests happy between meals or for travel days. These little touches make a big difference.
Final Thoughts:
Whether it’s ten cousins in a lakeside rental or a corporate retreat in the woods, feeding a group should feel like a celebration—not a chore. At Sunflower Catering, we specialize in creating food experiences that make everyone feel at home, so you can actually enjoy your event, not just survive it.
