Planning guest numbers and catering portions
Start with the number of people who need a meal, the food you would like and when guests will eat. A clear count helps Fables prepare a quote around your event and gives you a useful plan to check before the day.
Count the people who will be eating
Keep a meal count alongside your guest list. If some people attend the whole event and others arrive later, list those groups separately. For a wedding, distinguish guests eating the main meal from additional evening guests. For a company event, explain any shifts or staggered breaks.
Tell us whether your total includes children, suppliers or other people you want catered for. Describe the meals you need rather than assuming that everyone on the attendance list will eat the same food. Fables will confirm the arrangements that can be provided.
Match the food to its place in the event
Say whether you are planning a main meal, lighter reception food or food later in the evening. Include other food being served around it and the proposed serving time. These details are more useful than a headcount on its own when discussing your menu.
Explore the existing catering menus and identify your preferred food before requesting the quote. If you are considering several options, tell us which decisions are still open so they can be discussed together.
Agree the quantity and service
Your quote and confirmed booking arrangements should identify the guests to be catered for, chosen food and service arrangements. Ask Fables to explain any quantity or serving-period conditions for your selected service. Avoid planning extra meals around an assumption that food or serving time can be extended on the day.
For food served in stages, give a separate count and time for each stage. Keep one current version of these details so changes to the guest list do not leave different meal counts in different messages.
Discuss dietary requests before booking
Fables caters for agreed food intolerances only. We do not cater for food allergies. Discuss an intolerance request before booking; it is included only once Fables has expressly confirmed the arrangements. Entering a request on a form does not confirm acceptance.
Our kitchens and mobile catering units handle allergens, and cross-contact can occur. We do not guarantee allergen-free food. Coeliac disease requires separate consideration and must not be treated as an ordinary intolerance request. Read the full dietary requirements information on our buffet page.
Send the portion counts required for the agreed choices. Please do not include guests’ names or medical histories.
Check the final meal plan
Total people to be catered for at each meal or stage.
Chosen menu and the number of each agreed alternative.
Serving time and the confirmed service arrangements.
Any changes that still need Fables’ confirmation.
Use the Fables quote form to send your event date, venue postcode, guest numbers and preferred food. Follow the deadlines and instructions in your confirmed booking when finalising the details.