The catering count is a service map, not one number

Give the caterer guest counts, allergies, children, vendors, timing, and a named person for last changes.

A final guest count tells the caterer how much food to prepare. A useful final count also tells the team where people sit, what they can eat, who needs a different meal, and when each group will actually be served.

Send a count that can be used

• Adults and children by meal selection where applicable, with the guaranteed count and deadline clearly separated from later updates.
• Vendor meals by team and dietary need, plus the agreed serving location and a window that does not pull entertainment or photo staff away during a key moment.
• Allergies and other dietary accommodations tied to seat or table numbers when the caterer requests them, with names shared only as needed for service.
• High chairs, children’s portions, late-arriving guests, and anyone not eating who should not receive an unwanted place setting.

Collect allergy information through RSVPs without promising that every kitchen can eliminate cross-contact. The guest and caterer should discuss serious allergies directly or through the coordinator. Ask how the kitchen handles ingredients, preparation, labels, separate service, and uncertain requests; never turn a preference into an allergy or dismiss an allergy as a preference.

Close the loop with service staff

The caterer needs the final seating plan and a legible meal or accommodation key. The coordinator checks that place cards or another system match it and that last-minute seat moves do not detach a guest from the correct meal.

Ownership and timing

One person owns RSVP follow-up and submits the guarantee by the contracted deadline. Any change after that goes directly to the caterer with a written acknowledgment; a seating-chart edit alone is not notice. On the day, the catering captain owns meal execution while the coordinator handles vendor timing and guest questions without diagnosing ingredients.

Ask how late meals and untouched vendor meals are handled, and whether staff can pack safe leftovers under the venue’s policy. The end-of-night owner needs those instructions before service ends, especially if a long delay has changed how long food has been held or displayed.

A wedplan.ai guide on the Vendor coordination board. More planning guides.