Event final numbers and dietaries
The kitchen gets final numbers and dietaries days ahead, not on the night. Hosts are chased on schedule, and about 3 hours a week of phone tag goes.
Hours back
3
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Every booked function tracked
Confirmed functions with their date, host and what's still needed, taken from your events diary.
- 02
Hosts asked on schedule
A friendly request for final numbers, dietaries and timings 10 days out, with reminders at 7 and 3.
- 03
Replies sorted
Numbers, allergies and run-sheet changes are pulled from each reply onto the function sheet.
- 04
Kitchen and floor briefed
Once numbers are locked, the function sheet goes to the chef and the duty manager with every allergy marked clearly.
- 05
Late hosts flagged
Anyone who hasn't confirmed three days out goes to the events manager to ring.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
The events manager confirms final numbers and any change to the bill. Allergies are always read by the chef, never just logged.
What it's worth
What those hours add up to.
3 hours a week, over 46 working weeks, is 138 hours a year. At $50 an hour, that’s
$6,900
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
A week before each function, a manager rings or emails the host for final numbers, dietaries and the run sheet. Half reply on the day. The kitchen orders on a guess, and an allergy turns up on a napkin at the pass.
What we build
- Every booked function tracked
- Hosts asked on schedule
- Replies sorted
- Kitchen and floor briefed
- Late hosts flagged
A month in
Final numbers arrive days earlier, the kitchen orders to real numbers instead of a guess, and allergies are on the sheet before guests sit down.
FAQ
What if the host changes numbers after they're locked?
The change goes straight to the events manager, who decides whether to accept the late numbers and whether they change the bill.
Does it chase event deposits too?
No. Deposits are taken when the event proposal is signed, and final-numbers chasing picks up once the function is confirmed.
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Bring this one to a free live build.
Thirty minutes on event final numbers and dietaries. We build its elf with you, live, and you keep it.