How to give your caterer an accurate headcount (and stop paying for empty seats)

Caterers usually ask for a final number a week or two before the event and charge for that number whether or not everyone comes. The difference between a guessed number and a counted one can easily be dozens of plates. Here is how to arrive at a number you can defend.

The formula

Catering number = confirmed adults + confirmed children (at the child rate, if offered) + a share of “maybe” + walk-in allowance − expected no-shows.

Guestwise gives you the first three directly on the Overview: people coming split by adults, children and plus-ones, the number of “maybe” people, and a per-session count if you use sessions.

Choosing your buffers

• No-shows: even confirmed guests sometimes cannot come. Many planners allow a small percentage for confirmed guests who do not arrive — use your own past events as the guide.
• Walk-ins: in some communities uninvited guests or extra family members are common; seat limits reduce this, and QR check-in lets you measure it.
• “Maybe” replies: decide case by case — close family usually comes, distant contacts often do not.

Export for the caterer and the venue

Use Export for a spreadsheet with every invitation, reply, adults, children, plus-ones, sessions attended and dietary notes. Filter to “Attending” first for a clean list, and share the dietary column with the caterer so vegetarian or allergy plates are planned, not improvised.