How many covers to tell your caterer

The number of covers is counted meal by meal: adults, children and suppliers dining on site, separately. An estimate is given when the quote is signed, then the final figure ten to fifteen days before the wedding.

What a caterer calls a cover

A cover is one person served at a given meal. The same guest can count for the drinks reception, the dinner and the brunch the next day: those are three different numbers, charged differently. Always give them separately.

Who to count

• The adults attending the meal.
• Children, with their ages: most caterers offer a children's menu up to ten or twelve, and don't charge for toddlers who don't eat.
• Suppliers present during the service: photographer, videographer, DJ, musicians, babysitter. A supplier meal is often included in the quote, at a separate rate.
• The two of you: people forget themselves more often than you'd think.

How many guests really come

Of all the people invited, some always decline: distance, date, health, childcare. The proportion depends a great deal on the distance to travel and the season. Don't build your budget on an average read elsewhere: ask for a quote based on your high number, and have the price per extra and fewer cover spelled out.

By what date to give the final number

Your contract sets a date, generally ten to fifteen days before the wedding. After that, the caterer has ordered their produce: a last-minute cancellation is still charged, and an extra cover is not always possible. Hence the value of a reply deadline set well before.

What to pass on along with the number

• The number for each meal, adults and children separately.
• Dietary requirements and allergies, with the person's name and table.
• The choice of dish, if the menu offers one.
• The room plan: number of tables and covers per table.

The detailed figures and their sources: What a caterer costs.