The problem
Two or three weeks before each event, a caterer chases the client for final numbers and every guest's dietary needs, then copies the answers into the kitchen's list. If 8 events a month each take 30 minutes of emails, calls and copying, that's 240 minutes, 4 hours a month, and a dietary need lost between an email and the kitchen is a safety risk.
What the AI does
Make a Google Form in a Google Workspace business account, as allergy details are health data, asking for final adult and child numbers and each guest's dietary needs or allergies. Put each confirmed event in Google Calendar with the client's email added as a guest. One Zapier automation starts a set time before each event and emails the client the form link through Gmail; a second sends each new response to the head chef. The head chef reads every response, phones the client about any allergy, and checks each dish against your recipe and supplier records for the 14 allergens. The form passes information along; it doesn't decide what is safe to serve.
A worked example
A wedding and party caterer in Devon runs about 8 events a month. The owner and head chef share a Google Workspace account, and Zapier sends each client the form 21 days before the event.
Before
30 minutes per event chasing and copying: 8 x 30 = 240 minutes, 4 hours a month
After
About 12 minutes per event checking responses and phoning about allergies: 96 minutes, 1.6 hours a month
What it's worth
About $80£60€71A$115C$113 a month saved, against about $16£12€14A$23C$23 for two Google Workspace users. That's 2.4 hours (240 minus 96 = 144 minutes) at an assumed $33£25€30A$48C$47 an hour. Google Workspace Business Starter is €6.80 (about $8£6€7A$12C$11) per user a month excluding tax, and Google shows prices in local currency, so check the sterling price. Zapier's Free plan (two-step Zaps, 100 tasks a month) covers about 16 emails a month; if you outgrow it, Pro is $19.99 (about $20£15€18A$29C$28) a month billed annually, which is the top of the range.
How to set it up
- Make the form in your Google Workspace account with event date, final numbers, and each guest's dietary needs or allergies, with a line saying the chef will be in touch about any allergy.
- Add every confirmed event to Google Calendar, with the client's email added as a guest.
- In Zapier, make one Zap that starts 21 days before an event and emails the client the form link through Gmail, and a second that emails the head chef each new response.
- The head chef reads every response, phones the client about any allergy, and checks each dish against your recipe and supplier records before confirming the menu.
- Once a week, compare the calendar, the responses and the emails sent, and phone anyone who hasn't replied.
What goes wrong
- Allergy details are health data under UK GDPR. Keep them in the business account, limit who can see them, and delete them after the event.
- Zapier can fail silently, for example when a Google connection expires. The weekly check is what catches a missed email.
- A form answer isn't the last word. Numbers change and plus-ones appear, so confirm numbers and dietary needs with the client a few days before, and ask guests on the day.
- Zapier's Free plan allows two-step Zaps and 100 tasks a month; a busy summer with reminders and chef emails may need Pro.