How to count a headcount so you do not pay for empty chairs

The headcount is the single biggest number on a catering invoice, and most people give us a number that is too high by a tenth.

Count replies, not invitations

An invitation list of 150 is not 150 guests. Use the yes replies, and chase the people who did not answer a week before the final count is due.

Take off five percent

On any event over fifty guests, about one in twenty people who said yes does not come. We already bring 5% extra food, so you can safely count 5% fewer.

Count the people who are not guests

Your photographer, DJ and planner need to eat too. Vendor meals are $20 each and they belong on the count, not on the night.

Children are not half a guest

Kids under twelve get a kids plate at $18. Count them separately, or you will pay adult prices for a grilled cheese.

Seven days before

That is when we need the final number, because that is when the kitchen orders. Anything added after it is cooked if we can still buy for it, at the same price per guest.