Separate attendance from meals
An invitation list tells you who may attend. A catering count needs to explain who will eat, when they will eat and the role of that food. At a wedding, daytime guests may also join the evening buffet. At an office event, speakers or organisers may eat outside the main break. Make those groups visible without counting the same person twice within a serving.
Use one row for each eating occasion. Keep estimated and confirmed numbers clearly marked, and record the date of your latest update. A final-number deadline, the treatment of changes and any cost effect belong in your own booking terms.
| Group | What to record | Avoid this assumption |
|---|---|---|
| Main guest group | People eating this particular meal | Every invited person will attend |
| Children | Number eating and any different arrangement requested | Children are automatically free or excluded |
| Organisers and suppliers | Which people also need food, and at what time | The venue or another supplier will feed them |
| Later arrivals | Expected arrival and whether earlier guests also eat | Only new arrivals need evening food |
Keep food quantities a separate agreement
A headcount is an input to the menu discussion, not a portion formula. Say whether the buffet replaces a main meal, supplies a light lunch or follows substantial food earlier in the day. Discuss the proposed dishes and food allowance together. A photograph, plate size or description such as “sharing” does not establish unlimited provision.
Control changes in one place
- Maintain one current count rather than several chat messages or spreadsheets.
- Share the revised total and explain which serving or guest group changed.
- Request written confirmation of any menu, quantity or price change.
- Keep the accepted version with the running order for the person receiving the food.
For food intolerances, discuss suitability before booking and use agreed portion counts without guests’ names or medical histories. We cannot cater for food allergies.