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When do I confirm final guest numbers?

Guest numbers with The Food Hub are confirmed when the quote is agreed, and you can reduce them below the quoted number up until a week before the event. Dietary requirements and menu choices are finalised at least 14 days out.

When do I confirm final guest numbers?

Guest numbers with The Food Hub are confirmed when the quote is agreed, and you can reduce them below the quoted number up until a week before the event. Dietary requirements and menu choices are finalised at least 14 days out.

How it works

  • Give us your best estimate when you enquire and we quote on that number.
  • The number is confirmed when you accept the quote and pay the 25% deposit.
  • If numbers drop, tell us up to a week before the event and we adjust the balance.

If numbers go up

  • Tell us as soon as you know and we bring more stock.
  • Extra guests served on the day are billed at the same per head rate, due within 7 days of the event.

The two deadlines to remember

  • 14 days before: menu choices and dietary requirements locked in.
  • 7 days before: last chance to reduce guest numbers, and the balance is due unless we've agreed on payment on the day.

Go deeper

Read the booking terms

Related questions

What happens if extra guests turn up on the day? Can I cancel a booking? How do deposits work?

Want a number for your own event? Send the date, location and guest count and a clear quote usually comes back within the hour in business hours. Get a quote or call (02) 8529 5400.

Last reviewed 14 October 2026 by The Food Hub team.

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