How do I hit my caterer’s headcount deadline?
Work back from your caterer’s date. Set your RSVP deadline at least 3 weeks before it, follow up with everyone who hasn’t answered on a rhythm, and count every confirmed guest as a plate, even if they haven’t picked a meal yet.
The math, with an example
Say your wedding is Saturday, June 20, and the caterer wants the final number by Saturday, June 6.
- RSVP deadline: Friday, May 15. That is 3 weeks before the caterer’s date.
- Invitations out: early April, so guests have about 6 weeks to answer.
- Follow-ups: about 5 and 10 days after the invitations, to guests who haven’t answered.
- The last few: a personal message from you in the week before May 15.
- Late answers and changes: the 3 weeks between May 15 and June 6 absorb them.
What the caterer actually needs
- The number of guests confirmed.
- Meal counts, with every confirmed guest counted. A guest who said yes but didn’t pick a meal still needs a plate.
- Dietary notes, counted.
Where Replied fits
Set your RSVP deadline in Replied and it paces the follow-ups to it, closer together when time is short. If you’re serving a choice of meals, guests pick on the same card as their RSVP. The caterer report is ready when you are: guests confirmed, meal totals with “No choice yet” for anyone who hasn’t picked, and dietary notes. Plate counts never come out short.
Once per wedding, everything included. Set it up free first and see exactly what your guests will get.
Get started freeNo coins. No per-guest fees. Nothing metered.
In USD. Applicable tax is calculated at checkout.