How many snack boxes should you order?

The meeting is tomorrow, 48 people have confirmed, and your manager mentions that someone from another department might drop in. The question that worries coordinators most when ordering snacks is whether there will be enough, and whether adding extra wastes money. This page answers how many snack boxes to order with a counting method you can check, states the assumptions it uses, and does not quote no-show statistics, because attendance differs from event to event.

How do I count how many snack boxes to order?

The number of boxes is the confirmed attendees, plus people who are not on the list but are likely to take a box, plus a buffer. Work through it line by line instead of starting from one figure you heard in passing.

1. Count the people who have confirmed or registered.
2. Add speakers, hosts and facilitators.
3. Add the event team on site, such as reception, photographers and room staff.
4. Add a buffer for walk-ins and people who join during the day.
5. Compare the total with the 50-box minimum and round up to a whole number.

Example: a training day has 42 confirmed attendees, 2 speakers and 4 organisers, which is 48 people. A buffer of about 10 percent is 4.8, rounded up to 5, so you order 53 boxes. With the Recommend Set at ฿70 the total is 53 x 70 = ฿3,710 before delivery.

How much extra should I add for a break?

A workable rule is about 5 percent extra when the list is firm, and about 10 percent when it can still change. These numbers are assumptions for planning only. They do not mean that every event sees this level of change.

People counted	5% extra	10% extra	Cost of 10% buffer (Recommend Set ฿70)
20 people	21 boxes (1 extra)	22 boxes (2 extra)	฿140
30 people	32 boxes (2 extra)	33 boxes (3 extra)	฿210
50 people	53 boxes (3 extra)	55 boxes (5 extra)	฿350
80 people	84 boxes (4 extra)	88 boxes (8 extra)	฿560
100 people	105 boxes (5 extra)	110 boxes (10 extra)	฿700
150 people	158 boxes (8 extra)	165 boxes (15 extra)	฿1,050

The table rounds boxes up in every case, and the buffer cost is the extra boxes times ฿70. Delivery is not included. Even for 150 people, a 10 percent buffer comes to a few thousand baht. The rows under 50 people stay below the order minimum even with a buffer, so read the small-group section below as well.

When should I add more, and when less?

It depends on how firm the list is. An event with advance registration and a check at the door needs a smaller buffer than one where people can simply walk in.

• Smaller buffer (about 5%). This suits internal meetings where the list is clear, or events where badges are scanned at entry.
• Middle buffer (about 10%). This suits seminars with advance registration that can still change, and events with many speakers and organisers.
• Larger buffer. This is for open public events and school or community activities where parents or guests can arrive in addition. Ask the team first whether your number suits that kind of event.

For guests who might tag along, such as drivers, executives' assistants or families at an open house, keep a separate allowance for ordering snacks for extra guests. These people are not on the list, but they do pick up a box.

Which is worse, running short or having leftovers?

Leftovers cost the price of one box each. Running short costs goodwill with attendees and time for whoever organises the event. Here are three cases for a 50-person event using the Best Seller Set at ฿85.

Case	Boxes	Total	What can happen
Order exactly the headcount	50	฿4,250	If 3 more people arrive, it is not enough
5% buffer	53	฿4,505	Covers 3 extra people
10% buffer	55	฿4,675	Covers 5 extra people, with boxes left over if nobody joins

The gap between no buffer and a 10 percent buffer is ฿425. Spare boxes can go to the on-site team or be handed out afterwards. That is why many organisers add a buffer, but the decision depends on the risk at your own event.

Read next: mistakes to avoid when ordering snack boxes

How do I count boxes when there is more than one break in a day?

Count each break separately. Someone who comes in the morning may not stay for the afternoon, and some people arrive only for the afternoon. Using the same number for both is a fair starting point, but if you know some attendees leave at lunch, lower the afternoon count.

Example: the morning break has 60 people, and with a 10 percent buffer that is 66 boxes. The afternoon has 50 people, which with the same buffer is 55 boxes. That is 121 boxes in total. If the morning uses the Value Set at ฿42 and the afternoon the Best Seller Set at ฿85, the total is 66 x 42 + 55 x 85 = ฿2,772 + ฿4,675 = ฿7,447 before delivery. Both breaks clear the 50-box minimum. The full plan is in a full-day meeting with two breaks.

Can I order snack boxes for a group under 50?

BreakHub currently accepts orders of at least 50 boxes, so a small meeting of 12 people cannot order directly. It helps to know this before you start working out a buffer.

What you can do is combine several teams or several breaks on the same day to reach 50 boxes, for example a sales team of 20, an accounting team of 18 and 12 guests. You can also message the team on LINE to ask what options your number has. Do not assume the minimum will be lowered. For a similar group size, see the plan for a break for 30 people.

How do I choose a set once I know the number of boxes?

Once you have the box count, multiply it by the price of the set that fits your budget. The three sets cost ฿42, ฿70 and ฿85 per box, and you can mix sets in one order. This table uses box counts after the buffer.

Boxes after buffer	Value Set ฿42	Recommend Set ฿70	Best Seller Set ฿85
55 boxes	฿2,310	฿3,850	฿4,675
66 boxes	฿2,772	฿4,620	฿5,610
110 boxes	฿4,620	฿7,700	฿9,350

None of these figures include delivery, which is based on distance and quoted by the team before you confirm. One practical way to save is to use a higher set for the main group and the Value Set for the buffer boxes or the on-site team, since sets can be mixed in one order.

To work out a budget from a box count, try the snack box budget calculator. Enter the number with your buffer and you see the total for each set straight away. For examples by group size, see a break for 50 people.

1. Count attendees using the steps above and add a buffer that matches how firm the list is.
2. Choose a set, or give a budget and let the team put a set together.
3. Send the number, date and time, address and type of event through the LINE order button or the quotation form.
4. The team confirms the menu, delivery fee and total, and you confirm the order. Payment in full comes before delivery day.

What if the headcount changes after I order?

Tell the team on LINE as early as possible. They will say whether an increase or reduction is possible, depending on that day's queue. BreakHub does not promise that every change can be made.

• Adding boxes. The earlier you ask the better your chances, especially if the event is close to the delivery date.
• Reducing boxes. You need to give at least 48 hours of notice, and what remains must stay at 50 boxes or more. After that, the original count stands as the amount to pay.
• Changing sets. State the new sets and numbers clearly, and the team will recalculate the total.

Ordering at least 2 days ahead gives both sides time to adjust the numbers. For timing, see how many days ahead to order.

What to know before ordering

The counting method and percentages on this page are planning guidance, not a formula that guarantees an outcome. These BreakHub conditions are worth reading before you decide.

• Minimum 50 boxes per order. Below that the order is not accepted as a single order, so combine teams or breaks.
• At most 20 pieces of one pastry. If you order a few hundred boxes you will need to mix several pastries.
• Delivery is separate from the box price. It is based on real distance, and the team checks the address first to confirm delivery.
• Order 2 days ahead. The rush options use a limited menu and depend on the queue, so not every event can be done in one day.
• Food allergies. BreakHub does not guarantee that boxes are safe for people with allergies. If you have a specific case, ask the team before ordering.

Summary

To decide how many snack boxes to order, start with the confirmed attendees, add speakers and the event team, and then add about 5 to 10 percent depending on how firm the list is. Round up, check the result against the 50-box minimum, then multiply by the set price of ฿42, ฿70 or ฿85 and add the delivery fee the team quotes. If the number is still moving, give the team a range and ask how late you can lock it.

When you are ready, send your numbers and dates through the quotation form or press the LINE order button on a set page.