Guest counts and portions: build a better brief

Start with the right information

Separate invited guests from confirmed guests, and identify which meals each group attends. Include any vendor meals and children’s meals you intend to provide.

Ask for a specific plan

Tell the caterer whether food is a snack, a full meal or a late-night addition. Ask them to recommend quantities for their actual menu and serving duration rather than relying on a universal portion rule.

Confirm it in writing

Agree the final-number deadline, the treatment of extra guests and arrangements for remaining food with the caterer. Update the same written brief so different suppliers are not quoting different headcounts.