Step 1: Count families and people separately
Your list has families, but the caterer needs people. For each family, write how many people you are inviting: 1 for a single colleague, 4 or 5 for a family with children.
Step 2: Ask everyone to reply
The only real way to know is to ask. Give each guest three easy choices: "Yes", "Can't come" and "Not sure yet", plus "How many people?". A "Not sure yet" answer is useful too; it tells you who to call later.
Step 3: Add it up
A simple estimate looks like this:
- Everyone who said Yes: count all their people.
- Not sure yet: count about half of their people.
- No reply: count about a third of the people you invited.
These percentages are only a starting point. Change them for your family and your city. If most guests are local and close family, more will come.
Step 4: Remind people before the deadline
About a week before the event, send a short reminder to everyone who has not replied or said "Not sure yet". Many people reply as soon as they are reminded.
Step 5: Give the caterer the number, with a small margin
Give your final number two or three days before the event. Ask your caterer how much extra they normally prepare; most keep a small margin anyway.
Example
You invited 200 people to the Walima. 120 said yes, 30 said maybe, and 50 did not reply. Estimate: 120 + 15 (half of 30) + about 17 (a third of 50) = about 152 plates.
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Do people really reply to digital RSVPs?
Many do when it is one tap and the card has their name on it. A reminder a week before brings in many more replies.
Should kids be counted?
Count them as people, but tell your caterer how many are small children. You can ask guests for men, women and kids separately on ApniDawat.