Menu planning

A client chooses a main course and a separate option for some guests. The coordinator adds each menu item as a selection, records its guest count and retains the price per person on that line. This gives the kitchen a named item and a count for preparation. The order retains its overall guest headcount for the event.

The selection is the unit of menu work: it links one item to an order and stores the count and price used for that event. The item catalogue has its own price, but a later catalogue edit should not silently rewrite a quoted selection. The Kitchen Lead checks the selected item and count before planning prep.

• Choose items. Use a menu item from the catering company for each selection.
• Keep event prices. Record the price per person on the selection being prepared.
• Compare counts. Review selection guest counts alongside the order headcount before prep.

Agree whether the quoted price is copied from the current menu item or entered for the event, who can allow substitutions, and how the event team reconciles selection guest counts with the order headcount. Keep the menu code distinct for each item used in the pilot.

Pilot a lunch with a main course and a separate dietary option. Have the Event Coordinator enter the selections and the Kitchen Lead confirm the intended portions. Change one guest count and review the selection prices again.

Open the event order and compare its guest headcount to the selection counts. Check the menu item, per-person price, line status and substitution setting on each selection. Move planned work into prep scheduling only when the Kitchen Lead has the items and counts needed for the event.

The Kitchen Lead should find the planned selections in Menu Preparation Queue and compare their guest counts with the order. If an item is substituted, check its selection setting and record the revised item before prep scheduling.

• Menu Preparation Queue — Use this list to identify the records that need attention.
• Open Catering Orders — Open the related records to check status and evidence.

Follow the enquiry and review, menu and kitchen preparation, venue delivery, and payment and exception closeout paths. Use the data model when checking references and the role guide when assigning access.