100 adult · 8 kids · 4 vendor
Free wedding planning worksheet
Wedding meal planner for counts, choices, and caterer handoff
Build a caterer-ready meal sheet, preview the RSVP questions guests will answer, and print a polished handoff before the final count is due.
Meal planner sheet
Start with rough counts, name the meal choices, then print the caterer handoff or turn it into RSVP questions.
Live packet preview
Your caterer-ready plan updates as you edit.
This is the useful output: meal count, RSVP fields, and final-count timing in one place.
Chicken / Fish / Vegetarian or vegan
Final count target with export columns and review notes.
Estimate meals
Preview RSVP questions
Print/share handoff
Quick startChoose the closest meal pattern.
Meals guests will choose from
Add the meal rows you need, label them for the caterer, and set a rough split.
100% total
| Meal | Estimate | Count |
|---|---|---|
ChickenAdult entree | 45% | 45 |
FishAdult entree | 30% | 30 |
Vegetarian or veganVegetarian option | 20% | 20 |
Kids mealChild meal | Matches children count | 8 |
Special meals estimateDietary/allergy estimate | 5% | 5 |
Plated dinner
Best when guests choose an entree before the wedding.
Three entree choices
Common wedding setup: two mains plus vegetarian or vegan.
Total estimated meals112
- Adult meals
- 100
- Kids meals
- 8
- Vendor meals
- 4
- Chicken
- 45
- Fish
- 30
- Vegetarian or vegan
- 20
- Kids meal
- 8
Collect RSVPs by Aug 20, 2026 and prepare the catering count by Aug 5, 2026.
Assumptions used
- Adult entree estimates are based on the split percentages in the sheet.
- Special meals estimate starts at least 5% of adult meals; replace it with exact dietary/allergy RSVP counts.
- Kids and vendor meals stay separate from adult entree estimates.
Wedding CelebrationOct 4, 2026
Which meal would you prefer?
- Chicken
- Fish
- Vegetarian or vegan
Any allergies, dietary restrictions, or accessibility notes? If yes, please describe.
Free-text answer
Does anyone in your party need a kids meal?
- No Kids meal needed
- One Kids meal
- Two or more Kids meals
Turns this worksheet into RSVP questions in the invitation builder.
Caterer meal plan
Wedding Celebration
Plated dinner · Three entree choices
Final count dueAug 5, 2026Prepared Jul 6, 2026 · Planning estimate
Meal choice matrix
Use this sheet to plan meal counts now, then update with exact guest choices after RSVP collection.
| Meal / request | Planning basis | Count | Caterer note |
|---|---|---|---|
| Chicken | Adult entree · 45% estimate | 45 | Confirm entree wording before RSVP launch |
| Fish | Adult entree · 30% estimate | 30 | Confirm entree wording before RSVP launch |
| Vegetarian or vegan | Vegetarian option · 20% estimate | 20 | Confirm entree wording before RSVP launch |
| Kids meal | Matches children count | 8 | Confirm kids menu and age cutoff |
| Special meals estimate | 5% planning estimate; replace with exact dietary/allergy counts | 5 | Share exact notes privately with caterer |
RSVP questions to collect
These are the fields the invitation will collect.
Which meal would you prefer?
- Chicken
- Fish
- Vegetarian or vegan
Any allergies, dietary restrictions, or accessibility notes? If yes, please describe.
Free-text answer
Does anyone in your party need a kids meal?
- No Kids meal needed
- One Kids meal
- Two or more Kids meals
Final handoff checklist
Confirm these before the guarantee date.
- Confirm whether the caterer wants a final count by Aug 5, 2026.
- Confirm 4 vendor meals and service timing.
- Plan 8 Kids meals or child portions.
- Export guest-level meal choices after RSVPs close.
- RSVP deadline: Aug 20, 2026
- Final count date: Aug 5, 2026
Guest-level export checklist
Use these RSVP columns before sending the final count.
DueCollect RSVPs by Aug 20, 2026.
ExportSend guest-level meal choices, not just totals.
ReviewConfirm allergy notes and unresolved guests before the guarantee date.
Notes for final review
Leave room for venue, caterer, or planner changes after RSVP responses are in.
Venue / caterer contact
Add venue and caterer contact before sharing.
Service time / vendor meal timing
Confirm whether vendors eat before service or during reception
Dietary handling
Collect allergy notes with RSVP and share only the final attending list with catering
Planner notes
Add final-count changes, day-of constraints, or planner notes here.
Methodology and assumptions
How the wedding meal planner estimates counts
The worksheet is an assumption-based planning tool, not a final catering guarantee. It helps couples and planners create a wedding meal choice RSVP plan before guest-level answers are available.
Use it as an organizing aid only. Confirm final counts, allergy handling, dietary needs, deadlines, and service requirements with your caterer, venue, planner, and contract terms.
- Meal percentages are planning splits.Adult entree rows use the percentages you set in the planner. Replace those estimates with exact RSVP meal choices once guests answer.
- Special meals start as a conservative estimate.The default special-meal estimate starts at 5% of adult meals so allergies, religious dietary needs, vegan meals, and other restrictions are visible early.
- Kids and vendor meals stay separate.Children and vendors are counted outside adult entree splits because caterers often price or serve those meals differently.
- The final count comes from RSVPs and your venue.Caterer or venue guarantee rules override the worksheet. Use exact guest responses, contract deadlines, and venue instructions for the final order.
From rough count to caterer packet
The planner produces more than a count.
Use the tool as a no-account worksheet first. When the meal setup is ready, SnapInvite can turn the same structure into RSVP questions.
Estimate
Start with the meal count before every RSVP is back.
Enter adults, children, vendors, service style, and the final-count date so the page gives you a practical working sheet instead of a blank spreadsheet.
Working counts for adult entrees, kids meals, vendor meals, and special meal estimates.
Questions
Turn meal names into guest-facing RSVP fields.
Use plated, buffet, family-style, brunch, or kids-meal setups to shape the exact meal and dietary questions guests should answer.
Meal-choice, kids-meal, allergy, and accessibility questions ready for the invitation builder.
Packet
Print a caterer handoff that looks intentional.
The worksheet separates planning estimates from final guest-level exports, with dates, service notes, export columns, and review items in one document.
Two-page planning packet for the couple, planner, venue, or caterer.
RSVP sync
Replace estimates once guests reply.
When you create the invitation, the same meal setup becomes RSVP questions so the final dashboard can organize answers by guest.
Guest-level list with names, attendance, meal choice, kids meal, dietary notes, and planner notes.
Printable output
A packet your caterer can scan.
Competitor tools focus on guest-level meal exports and print-ready stationery. This planner keeps that same handoff shape visible before you ask guests to reply.
Meal matrix
Counts for each entree, kids meals, vendor meals, and special diet/allergy meals with the planning basis shown beside every number.
Deadline timeline
RSVP deadline, final guarantee date, service timing, vendor meal timing, and open items stay visible on the handoff.
Export spec
A guest-level column checklist shows what the RSVP invitation should collect before the caterer-ready export.
Meal choice RSVP builder
Use the planner before you ask guests to choose meals.
If you searched for a wedding meal choice RSVP builder, start here: name the meal rows, check the rough counts, preview the wedding RSVP questions meal choice flow, then create the invitation when the wording is ready.
Wedding meal choice wording examples
Use these as starting points for the RSVP copy. The planner adapts the wording based on whether guests choose entrees or only share dietary notes.
Please choose one entree for each attending guest. Add any allergies or dietary restrictions so we can share accurate notes with catering.
No entree choice is needed. Please tell us about allergies, dietary restrictions, or accessibility notes the catering team should know.
If children are attending, please tell us whether they need a kids meal or can eat from the adult menu.