Confirm attendance and timing
Distinguish estimated attendance from confirmed numbers when planning a team dinner during a business trip. Allow time for the meeting to finish, travel to the restaurant and the following day's commitments. Tell the booking coordinator when numbers will be final.
Communicate menu needs carefully
Collect only the information required to arrange the meal. Separate menu preferences from allergen-related requests. Ask the venue directly whether it can accommodate a requirement instead of assuming it can. Do not tell participants that an unconfirmed arrangement is in place.
Check seating and payment
Explain whether the group needs one table, a separate area or another layout. Confirm the menu scope, drinks and payment responsibility in writing. Route any proposed deposit or change conditions through the company's approval process; conditions differ between venues.
Keep one current brief
Keep the restaurant confirmation, final headcount and responsible contact together. Showing the dinner as a time block in the itinerary shared with KUNET helps coordinate transport. Also make clear who is responsible for following up the restaurant booking.
