Count the relevant attendance
For each guest group, establish whether they will be present when food is served. At a wedding, evening arrivals may differ from the daytime list. At a corporate event, people attending a presentation may not all stay for food. Keep uncertain replies visible as estimates instead of quietly treating them as confirmed attendance.
Identify everyone you expect to feed
Decide whether your requested catering numbers include children, event organisers, performers or other suppliers. Do not assume these people are included without appearing in the food brief. If you want a different arrangement for any group, describe it and ask for confirmation; no child allowance, discount or supplier meal provision should be inferred.
Separate meals without duplication
Create distinct counts for pork and each expressly agreed alternative arrangement. These should describe the people needing those meals, not extra portions added automatically to the full guest list. If the plan includes an additional food provision, ask for it explicitly. Any intolerance arrangement must be expressly accepted, and we cannot cater for food allergies.
Manage changes through the booking
Ask when numbers need to be confirmed for your event and where subsequent changes should be sent. Keep the latest attendance estimate, requested meal counts and finally agreed food quantity clearly distinguished. A larger guest list does not establish that extra food or a longer service will be available, so changes need review before the event.
Your next decisions
- Count guests expected to eat within the proposed service window.
- Separate confirmed replies from people whose attendance remains uncertain.
- Include every additional group you want the catering brief to cover.
- Keep pork and agreed alternative counts distinct and non-overlapping.
- Confirm the process for final numbers and later changes.