Group menu choices and order allocation
Start with the menu options the group actually intends to order or prepare. Record the people choosing each option, the number of ordered units and who confirms the order. Keep a separate line for undecided choices. A guest can choose more than one item, so item totals should not be treated as the attendee count.
How to use it
- Write the confirmed options and their ordering units, such as a box, portion or item.
- Collect choices privately where needed and transfer only the order totals to the shared sheet.
- Check undecided choices and any minimum-order conditions with the supplier before confirming.
Worksheet preview
| Menu item | Ordering unit | Confirmed units | Still undecided | Order owner | Confirmation |
|---|---|---|---|---|---|
| Main option A | |||||
| Main option B | |||||
| Side item | |||||
| Drink option | |||||
| Participant brings own | Record separately from the supplier order. | ||||
| Unanswered choice | Follow up before final confirmation. |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Count choices and attendees separately
Use an attendee list for attendance and this sheet for the order. One participant might choose a main item and a drink, while another might bring their own food. Compare the two lists to find unanswered choices rather than assuming every item total should equal the headcount.
Confirm the supplier’s units
A box and a portion may contain different amounts, and the sheet cannot infer their equivalence. Record the supplier’s confirmed unit and quantity. If the menu changes, ask affected participants to choose again before replacing an item on their behalf.
Continue planning
- Barbecue supplies and handover worksheet
Assign the buyer, carrier and handover check separately so supplies reach the gathering.
- A gathering budget worksheet
Separate event spending from refundable deposits, then record the amounts you need to pay.