Planning your catering headcount

Estimate, then confirm

Your first quote is based on an estimate. That is fine, but tell the caterer how firm it is. Most caterers then ask for a final, confirmed count a set time before the event. That final number is usually what you are charged for, so it is worth getting right.

Count people, not invitations

• Work from RSVPs, and chase the ones that have not answered before the caterer’s deadline.
• Include children, and ask whether the caterer has children’s meals or pricing.
• Include vendors working through the meal: photographers, musicians, planners, AV crew.
• Allow for plus-ones and late additions you already know about.

Drop-in and open-house events

For graduations, open houses and receptions where people come and go, the total guest count matters less than how many people are there at once and for how long. Tell the caterer the hours, your expected peak and whether the event replaces a meal, and let them suggest quantities.

If the number changes

Ask up front whether the count can go up after the deadline (and at what cost) and whether it can go down at all. Some caterers allow small increases close to the date but not decreases.

Quantities

Once the count is set, the caterer works out quantities. If you are ordering drop-off food yourself, see how much food per person.