Supplier, venue and technical handover problems
When final catering numbers disagree with paid registrations
The caterer needs a final number tomorrow, and the registration export, the payment records and the caterer's own sheet show three different totals.
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The short answer
Do not pick the biggest or the smallest number. Define what each figure counts, such as paid, invited, complimentary or expected to attend, then reconcile them line by line against one agreed list with a date and time.
The final number sent to the caterer is a budget decision, so it needs a named approver. What the catering agreement says about minimums and changes is a question for the signatory, and dietary or allergy handling belongs to the caterer and the venue.
What is known and what is not
Write down what each figure counts and where it came from. The last column says who can settle each point.
| Known | Not yet known | Who can answer |
|---|---|---|
| The three totals, their sources and the time each was extracted | What each total includes: paid, complimentary, speakers, sponsors, staff, walk-ins | Registration owner; finance for payment records |
| The caterer's current number and the date it was set | Whether it was updated after later registrations or cancellations | Caterer, in writing |
| The deadline for final numbers and for dietary information, as stated by the caterer | Whether late changes are accepted, and on what terms | Caterer; signatory for the agreement |
| Number of delegates who gave dietary information, and how it was collected | Whether all dietary needs reached the caterer and in what form | Registration owner; caterer; privacy contact if needed |
Who has authority to decide
The treasurer or budget holder approves the final number, because it commits spend. The registration owner confirms what the registration list shows. The caterer confirms what it can supply and by when.
The effect of the agreement's minimum numbers or change terms is a contract and finance question for the signatory or a legal adviser. How dietary and health-related information is used and shared is a question for whoever is responsible for privacy in your organisation.
- Final number to the caterer: treasurer or budget holder, in writing.
- What the registration records show: registration owner.
- Catering terms and deadlines: caterer and signatory.
- Handling of dietary information: privacy contact, with the caterer.
The realistic options, including stopping or scaling down
Compare the choices for the final number. Include reducing the order and keeping the current one.
| Option | What it involves | Consequence to weigh |
|---|---|---|
| Use the reconciled paid number only | Count paid delegates plus agreed complimentary places, with no buffer. | Lowest spend; risk of shortage on the day. |
| Reconciled number plus a small agreed buffer | Add a buffer approved by the treasurer for late arrivals. | Reduces shortage risk; some cost for unused portions. |
| Keep the caterer's higher number | Accept the caterer's number as it stands. | Safe for supply; may overspend against paid attendance. |
| Reduce the menu or service format | Ask the caterer what simpler format suits a lower count. | Cost aligned to numbers; less choice for delegates. |
| Postpone the decision to the deadline | Hold the number open, with one agreed date to decide. | More accurate; leaves less time if the caterer's deadline is tight. |
Communications: who says what to whom
Tell the treasurer the reconciled figures and the options before replying to the caterer. Then send the caterer one clear number with its definition and the date it applies. Tell delegates only if their meal arrangements change.
Adjust the drafts to your own facts.
- To the caterer: our current confirmed number is [number], counting [definition], as at [date and time]. Please confirm in writing the deadline for changes and any terms that apply after it.
- To the treasurer: the three totals are [A, B, C], with these differences: [explanation]. Options for the final number are [X, Y]. Please confirm which to send and by when.
- To delegates, if needed: please confirm any dietary requirement by [date] to [contact]. We will pass only what the caterer needs.
Follow-up and preventing a repeat
- Write the agreed definition of each count and the final decision in a decision log.
- Review the registration form with the field minimiser, so the form collects only what catering needs, with a clear owner for the data.
- Send the final list to the caterer with a date and time stamp, and keep their written confirmation.
- Reconcile again after the event against actual attendance and meals served, for next time.
- See paid delegates missing from the check-in list and group bookings without names for related registration problems.
Worked example · Fictional example
Three totals for one lunch
Fictional organisation and figures, written to show the level of detail that is useful.
A fictional professional institute has a one-day conference. The registration export shows 312 registrations, finance records 298 payments, and the caterer's sheet says 340. The caterer needs a final number the next day.
The secretariat defines each count. The 312 includes 9 complimentary speakers and 5 unpaid pending invoices, and the 340 includes a buffer the caterer added earlier. After reconciling to 307 confirmed places, the treasurer approves a small buffer, the caterer confirms the number in writing, and dietary notes are sent separately.
Use this yourself
Catering reconciliation worksheet
Fill in one row per source. Every number needs a definition and a time stamp before it is used.
| Source | Number | What it counts | Extracted (date and time) | Difference to the agreed list | Owner and next step |
|---|---|---|---|---|---|
| Registration export | |||||
| Payment records | |||||
| Complimentary, speakers, sponsors, staff | |||||
| Caterer's current number | |||||
| Agreed list for the final number |
Handle it in-house, or bring in help?
Your team can usually handle this when
- The totals differ by a few names that can be traced quickly.
- The caterer's deadline is clear and later than today.
- The treasurer is available to approve the number.
Outside planning help earns its fee when
- The numbers differ by a large margin and nobody owns the reconciliation.
- Registration, payment and caterer records use different definitions.
- The caterer's deadline is close and approval is slow.
Need someone to reconcile the numbers?
A conference project lead can define the counts with registration and finance, reconcile the lists, prepare the final number and options for the treasurer, and coordinate written confirmation with the caterer. Contract terms stay with your signatory, and dietary and privacy questions stay with the caterer and your privacy contact. A planning diagnostic can review how registration, payment and supplier numbers connect.
Questions organisers ask
Which number should we send the caterer?
The one that has been reconciled against one agreed list and approved by whoever holds the budget. Send it with its definition and the date and time it applies.
Should we add a buffer?
That is a budget decision. If the treasurer approves a buffer, record the size and the reason, and ask the caterer how it treats unused portions.
Can we change the number after the deadline?
That depends on the catering agreement and the caterer. Ask in writing and pass the terms to the signatory.
Who handles dietary information?
Collect only what catering needs, tell delegates who will see it, and confirm with the caterer how it is passed on. Questions about privacy go to your privacy contact.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.