Group pre-order menus work smoothly when one person collects every choice in a single, simple list, with names, courses and dietary needs side by side, and sends it to the restaurant by the deadline. Share the menu early, set your own deadline a few days before the restaurant’s, chase late replies, flag allergies clearly, and bring a printed copy on the night so everyone remembers what they ordered. Most of the problems with pre-orders come from scattered messages and last-minute changes, and both are avoidable.
Use this checklist from the moment the restaurant mentions a pre-order to the moment pudding arrives.
Key takeaways
- Ask the restaurant for the menu, the deadline and how they want to receive choices.
- Collect choices in one place, such as a shared form or a single message thread.
- Record allergies and dietary needs next to each name, not in a separate note.
- Send one clear, final list and ask the restaurant to confirm receipt.
- Bring a printed copy so guests and staff can check who ordered what.
Why restaurants ask for group pre-orders
For a kitchen, cooking a dozen or more different dishes for one table at exactly the same moment is hard. A pre-order lets them prepare, stock the right ingredients and plate everything together, so the whole table eats at once and the meal does not drag. It is common for large bookings, private rooms and busy dates such as December weekends. Our step-by-step guide to booking a large group reservation covers the wider booking process; this checklist focuses on the menu itself.
Before you send anything to guests
- Get the menu in a format you can share easily, such as a PDF or link.
- Confirm the restaurant’s deadline for choices and final numbers.
- Ask how they want the choices: a spreadsheet, a typed list, an online form.
- Ask what happens if someone changes their mind or drops out after the deadline.
- Check whether vegetarian, vegan or allergy-friendly options are already on the menu, or need to be requested.
- Ask whether children’s portions are available, if children are coming.
Collecting choices from the group
- Send the menu with a clear deadline that is a few days earlier than the restaurant’s.
- Ask for every course in one reply: starter, main, dessert, and any sides.
- Ask everyone to tell you about allergies or dietary needs in the same message.
- Use one place to collect answers, such as a shared form or a single thread, rather than scattered texts.
- Keep a running table of responses so you can see gaps at a glance.
- Send a polite reminder two days before your deadline, and a final one on the day.
A simple table like this keeps everything in one place:
| Name | Starter | Main | Dessert | Dietary notes |
|---|---|---|---|---|
| Guest 1 | Soup | Fish | Sorbet | None |
| Guest 2 | Salad | Risotto | Tart | Vegetarian |
| Guest 3 | Soup | Chicken | Fruit | Nut allergy, serious |
Getting allergies right in group pre-order menus
This is the part of the list that matters most. Record allergies next to the guest’s name and their dishes, so nothing gets separated in transit. Mark serious allergies clearly.
The Food Standards Agency’s guidance for food businesses notes that written allergen information, supported by a conversation, works best for consumers. It also explains that where a business cannot avoid cross-contamination, it should tell customers it cannot provide an allergen-free dish. So:
- Ask the restaurant for its allergen information for the set menu.
- Encourage guests with serious allergies to contact the restaurant directly as well.
- Pass on each allergy in writing with the pre-order, not only by phone.
- Ask the restaurant to confirm which dishes are suitable.
GOV.UK’s guide for diners also points out that restaurants must give you accurate information about allergens, and that you can ask how food is handled in the kitchen.
Sending the final list
- Check every guest has a choice for every course.
- Remove anyone who has dropped out and add late joiners.
- Order the list by table position if you have a seating plan, or alphabetically if not.
- Send it in the format the restaurant asked for, before their deadline.
- Ask for a quick reply to confirm they have received it.
On the night
- Bring a printed copy of the final list, and a copy on your phone.
- Arrive early and check the list with the restaurant manager or server.
- If guests forget what they ordered, you can tell them quickly.
- Help the staff with the table if they need to check who ordered what.
As organiser you are the host in all but name, so our guide to hosting a restaurant dinner has more on arriving early, setting the scene and settling the bill.
Frequently asked questions
What if someone will not choose in advance?
Pick the most popular or most flexible option on their behalf and tell them you have done so. Most people are happy with that, and it keeps the kitchen’s numbers right.
Can guests change their order on the night?
Sometimes, but it depends on the restaurant. Kitchens prepare for the list you sent, so changes may not be possible. Ask when you book.
Is a pre-order the same as a set menu?
Not quite. A set menu offers a fixed choice for the group, and a pre-order is when you choose from it, or from the full menu, in advance. Many group bookings use both. If you would rather share platters, our comparison of family-style dining and individual plates explains the alternatives.
Make the list once, use it again
Save your spreadsheet or form as a template. The next time you organise a meal, you can send it out in minutes, and you will already have a feel for who replies late. You will find more planning ideas in our Group Dining guides.
