Final guest counts and meal choices three weeks out
Catering needs numbers on time, and the coordinator shouldn't have to chase forty couples a season. Each couple gets a calm call with what's due, and the numbers land on the event.
A booked event three weeks out, or a final payment date coming up.
Calls for final count, meal split and allergies, gives the payment amount and date from the contract.
Final numbers on the event, a kitchen allergy list, and payments in on time.
How it works
- Builds the list
Events coming up on your deadline, with the guest count on the contract, the menu and the balance due.
- Asks for the final count
Adults, kids, vendors' meals. If they need a few more days, it notes when, inside your deadline.
- Gets the meal split
How many of each entrée and the allergies by guest, read back so the couple hears the totals.
- Gives the payment date
The balance and due date as written in the contract, and the payment link by text. It never quotes a new figure.
- Flags what's changed
A count well over the room, a new vegan guest, a later end time. These go to the coordinator before anything is promised.
- Updates the event
Numbers and allergies go on the event and to catering, and the coordinator sees which couples are done.
Example call
- AI agentHi Jasmine, it's Emma from Willow Creek Barn. Three weeks to go! I'm calling for your final numbers. Is now good?
- CustomerYes! We're at 126 adults and four kids.
- AI agentLovely. Of the 126, how many chose the beef, the salmon and the mushroom risotto?
- CustomerSeventy beef, forty salmon, sixteen risotto.
- AI agentSeventy, forty, sixteen. Any allergies the kitchen should know about?
- CustomerTwo nut allergies and one celiac. I'll email the names.
- AI agentThank you. Your final balance on the contract is due September 1, and I'm texting the payment link now. Priya will send you the timeline this week.
After the call: The event shows 126 adults, four kids, the meal split and three allergies, and catering has the counts. The balance is paid on August 28 and Priya marks the couple done.
What your team gets
- Final counts on every event before the kitchen deadline
- Meal splits and allergies sent to catering
- Final payment links sent with the contract's figures
- Changes flagged to the coordinator before anything is promised
- A list of couples still missing numbers
Questions
What if the count goes over the room?
It doesn't promise anything. The coordinator gets a flag right away and calls the couple.
Can it take payment on the call?
It texts your payment link with the amount and date from the contract.
Does it work for corporate events too?
Yes. Final headcounts and dietary lists for galas and holiday parties are collected the same way.
Hear it on your phone
Request a demo call and the agent phones you, set up for event and wedding venues like yours.