Post # 1
So some venues, when I was deciding, told me that couples are supposed to submit for less guests than they actually expect, given there are always last minute cancellations. So if you get 120 people saying yes, you submit for 110 or 115, and then the venue charges for each person over that. However, my current venue seems to expect exact numbers, and they will not refund if you have less people than that.
What does your venue do?
Post # 2
Mine is the same as yours; when I reserved the venue, I had to tell them how many guests I’d have minimum, but they wouldn’t accommodate to any more than 10% over that minimum number. Closer to the date (I think it’s 3 weeks out) I’ll have to give them my final number, and on the day of my wedding, if there are extra guests I will have to pay for them above and beyond. However, if I have a fewer number, they will not refund me.
Post # 3
We had to give exact numbers and were encouraged to round up to ensure there was enough of everything that had to be brought in from an outside rental company(chairs and napkins).
Post # 4
- Wedding: May 2014 - Smithfield Center
I didn’t have to give exact numbers. We were getting our food elsewhere, and since it was a buffet we accounted for most of our guests in that cost for number of guests. Venue-wise, though, we literally were just renting the venue and doing everything ourselves so they didn’t care as long as it wasn’t over their maximum capacity and they had enough chairs/tables to account for those to be seated.
Post # 5
We meet with our venue next week to give numbers and finalize everything. We’re planning on saying a few more food plates than what we have confirmed, just in case.
We still haven’t heard from a handful of people, but will count them in in terms of numbers for chairs – just to be safe that we have enough seating for everyone – no matter if they come to the entire thing, or just the dinner or dance part.
Post # 6
We had to give exact numbers, and our venue required at least assigned tables. It worked out really well.
Post # 7
We had to give the exact number three weeks out for chairs and catering purposes. We were actually under the minimum, so they allowed us to add a guest late (since we were paying for the minimum anyway), but otherwise we wouldn’t have been able to change it.
Post # 8
7 days before, i had to give them an exact number.
Post # 9
Yup, two weeks out we had to give exact numbers as well as how many places at each table for the seating chart. We had two last minute cancelations and a few unexpected guests show up.
Post # 10
I think the contract stated I had to give the exact head count like 10 days out. But I had one last minute cancellation at 5 days out and they were nice enough to give me that money back. The 4 people that didn’t show up on the day-of will irritate me until the day I die. lol.
Post # 11
- Wedding: October 2014 - Our Backyard/Steakhouse
happycamper8: They should require an exact number rougly a week out.
NEVER UNDERESTIMATE or you run the risk of people coming and not being able to eat…always best to err on the side of caution with this.
Post # 12
I didn’t, but my venue doesn’t have a charge per guest. They just need to know how many tables/chairs they need to set up. Even the caterer doesn’t need exact numbers (we’re doing a buffet). it’s just up to us to make sure we order enough food.
Post # 13
We had to give exact numbers. Why would you give something less? What if everyone does show up and you don’t have enough food? It’s the same concept as inviting more people than your venue can hold and hope that you get enough declines- it’s rather risky.
Post # 14
happycamper8: Our venue did not explain any thing and I did not know the proper “etiquette” when I signed my contract. They told me to give me the best guestimate, just so they know. Turns out, they are charging a minimum of that number. I put 110, because thats what i figured would show. We are inviting 132. If more show, great. If less, we still have to pay for 110. ($70/head). If I would have known, of course I would have low balled and said like, 90. It wouldn’t have made a difference to them. I feel like it was a trap. The first sign (of many) that my venue was screwing me over.
I submit my final headcount 10 days prior because it is a sit down dinner and they need menu choices.
Post # 15
We had to give exact numbers and if people didn’t show up, we still paid for them. I think we had to give them the number one week out.