Collect it once, in the same row as the RSVP
Menu and dietary information goes wrong for one reason: it is collected in a different place from the RSVP. Replies come by card, allergies arrive by text three weeks later, and somebody has to reconcile them at midnight before the caterer's deadline.
What the caterer will ask for
| Field | Format that works | Why |
|---|---|---|
| Guest name | Exactly as it appears on the place card | The server matches a plate to a card, not to a list |
| Table number | Filled in after seating | Service runs by table, not alphabetically |
| Starter, main, dessert | One choice each, from your set menu | Free text creates work for someone |
| Dietary requirement | A short controlled list — vegetarian, vegan, gluten-free, dairy-free, nut allergy, halal, kosher, other | Controlled values can be counted; sentences cannot |
| Allergy severity | Yes or no: is this an allergy or a preference | Kitchens handle a preference and an anaphylactic allergy completely differently, and they need to know which |
| Children's meals | Counted separately | Usually a different price and a different portion |
| Supplier meals | Counted separately | Photographer, videographer, band — frequently forgotten until the week before |
Two numbers people forget
Supplier meals. Most contracts require them and most couples remember at the final numbers stage. Four suppliers at a reduced rate is still a line on the invoice, and they should be fed during the meal rather than during the speeches.
Children's meals. Different price, different portion, and sometimes a different service time. Count them separately from the start.
The reconciliation check
Before you send anything to the caterer, run three sums. The number of starters must equal the number of mains, must equal the number of attending guests. Every dietary requirement must map to a named guest and a table. And the total on your sheet must equal the number on your final numbers email.
Those three checks take five minutes and catch the errors that otherwise surface as a guest with no plate.
Keep it in the guest list, not a separate file
Meal choice and dietary notes belong in the same row as the RSVP.
Common questions
How do you track wedding meal choices?
In the same row as the RSVP, with a controlled list of options rather than free text, plus the guest name exactly as it appears on the place card and the table number once seating is done.
What do caterers need to know about dietary requirements?
The requirement itself, the named guest, their table, and crucially whether it is an allergy or a preference. Kitchens handle an anaphylactic allergy and a dislike completely differently.
Do you have to feed wedding suppliers?
Usually yes, and it is generally in the contract. Photographers, videographers and bands are commonly fed at a reduced rate, and should eat during the meal rather than during the speeches.
How do you check meal numbers before sending them to the caterer?
Starters must equal mains, mains must equal attending guests, every dietary note must map to a named guest and a table, and the sheet total must match the number in your final numbers email.