Event dietary request reconciliation

For conference catering coordinators, turn attendee-declared requests and approved menus into caterer-approved dietary service list. Address this specific problem: dietary requests change after supplier counts are finalized. The aim: track declared needs to explicit supplier acknowledgment. The pilot tests whether that benefit holds up against reviewer effort and real operating costs.

The buyer creates a project, supplies attendee-declared requests and approved menus, and confirms scope and access. Users correct extracted facts, resolve flagged uncertainties and approve the final caterer-approved dietary service list before use. Retain source links and a version history for the next cycle.

How the AI works

Flag possible conflicts; qualified caterers determine safe provision. Keep model suggestions separate from verified facts. Link factual outputs to authorized input evidence and show missing information explicitly. Use deterministic checks for counts, dates, identifiers and arithmetic where applicable. A designated reviewer validates consequential outputs and signs off the delivered result.

Safeguards

Verify property facts, availability and supplier conditions. Staff approve commercial exceptions and consequential booking changes. Administrative matching; no guarantee that meals are allergen-safe. Require appropriate access and publication approval. Preserve source material, label AI drafts and make corrections traceable. Measure false positives and missed cases alongside speed.

What to build first

Costed pilot: Administrative matching; no guarantee that meals are allergen-safe. Start with one buyer organization and a bounded set of representative inputs. Implement the first two modules: normalize declared requests; flag ambiguous entries. Support the third task through an assisted review queue: compare menu labels. Handle the remaining required functions manually until validated. Include input upload, source references, user correction, a reviewer approval step and export of caterer-approved dietary service list. Authentication, account isolation, deletion controls and basic operational logging are included. Specialized production certification, live write integrations and broader rollout are not included unless explicitly stated.

What it can connect to

Property records, event schedules, reservation exports and supplier information. Calendars, email, task managers and relevant business records. Use draft actions and supervised handoffs first, then enable only specifically authorized writes. Begin with uploads and exports of attendee-declared requests and approved menus. Any named system or connector is a candidate requiring current access and compatibility checks; no live connection is included by default.

The screens in detail

Use a queue or timeline as the opening view, with clear owners, dates and current states. Each case opens into its source context, proposed actions and discussion. Give external participants a limited form or status page. Make the next required action visible without opening every record. Open with request register; move into menu match for the detailed task; finish in caterer confirmation for review and handoff. Show the source record, uncertainty and approval status beside each proposed output.