Final guest counts called in ten days out
Ten days before every event, Emma calls the client for the final count. The wedding that grew from 130 to 141 is changed on the sheet, the vendor meals are added, and the kitchen orders the right amount of short rib.
An event coming up within your cut-off for the final count.
Calls the client, confirms the count, dietary changes, timings and venue access, updates the event.
A locked count, a kitchen order that matches it, and an alert when something big changes.
How it works
- Watches the cut-offs
Each event's final count date, set by type: ten days for weddings, three for office events, whatever you use.
- Calls the right person
The couple, the planner or the office contact, at the time they asked to be called.
- Locks the count
Adults, kids' meals, vendor meals for the DJ and photographer, and the final dietary numbers.
- Checks the day
Ceremony time, when dinner is served, speeches, the late-night snack, and when your team can get into the venue.
- Updates the event
The sheet changes on the call, and the invoice balance follows the new count.
- Flags the big moves
A count that jumps or drops by more than you set, or a late change of venue, goes to the sales lead right away.
- Chases the quiet ones
No answer gets a voicemail and a text, then a second call before the cut-off.
Example call
- AI agentHi Priya, it's Emma from Thyme and Table Catering. I'm calling for your final count for the wedding on the 21st. Is now okay?
- CustomerYes, good timing. We're at 141 now, up from 130.
- AI agentCongratulations on the extra RSVPs. 141 adults. Any kids' meals, and how many vendor meals?
- CustomerSix kids, and vendors are the DJ, the photographer and her second shooter.
- AI agentSo 135 adult meals, six kids' and three vendor meals. Is dinner still at 6:30, and is the venue open to us from 2?
- CustomerYes to both.
- AI agentPerfect. I've updated the event, and Andrea will send the revised invoice. I'll text you the summary now.
After the call: The event sheet for the 21st shows 135 adult, six kids' and three vendor meals, dinner at 6:30 and venue access at 2, and Andrea gets a note to send the revised invoice.
What your team gets
- Final counts locked on every event before the cut-off
- Kids' and vendor meals counted, not forgotten
- Service timings and venue access on the event sheet
- Alerts for big count changes and late venue moves
- A record of who gave the count, and when
Questions
What if the count goes up after the cut-off?
It takes the change and sends it to your sales lead to approve, with the client told someone will confirm.
Does it change the invoice?
The event updates with the new count, and your invoice follows the way it already does. Payment itself stays with your accounts team.
Can it talk to the planner instead of the couple?
Yes. Each event has its own contact, and it calls whoever you've set.
Hear it on your phone
Request a demo call and the agent phones you, set up for catering like yours.