Pass over the headcount in useful categories
Provide confirmed attendees, unanswered invitations, withdrawals, and any waiting list separately. For a lunch booked for eight, “six confirmed, one likely, one undecided” is more actionable than “about eight.” Include the venue’s actual last time for changing numbers and any charge for seats held past that time. Tell the organizer which promises were made to guests, such as an agreed accessible entrance or a particular arrival window.
Keep provisional replies out of the confirmed total
If a guest said “probably,” keep them out of the confirmed headcount until they answer. Give the organizer the deadline for changing the booking and name who will contact the guest. Count actual replies before paying for the final places.
Assign the next two contacts
If the organizer resumes responsibility on Thursday and numbers are due Friday at noon, decide who asks the undecided guest and who gives the final number to the venue. A guest who never replies should not be charged or counted on the assumption they would attend. If the venue requires a guaranteed minimum, show that obligation separately from the guest count. The organizer can then ask whether the venue still allows a smaller booking or plan for the guaranteed minimum.