Did you have to submit exact numbers to your venue?

posted 2 years ago in Reception
  • poll: Did you have to submit exact numbers to your venue?
    Yes : (25 votes)
    93 %
    No : (2 votes)
    7 %
  • Post # 2
    Member
    458 posts
    Helper bee

    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
    Member
    1077 posts
    Bumble bee

    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
    Member
    610 posts
    Busy bee
    • 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
    Member
    4596 posts
    Honey bee
    • Wedding: October 2014

    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
    Member
    1670 posts
    Bumble bee
    • Wedding: August 2014

    We had to give exact numbers, and our venue required at least assigned tables. It worked out really well.

    Post # 7
    Member
    220 posts
    Helper bee
    • Wedding: July 2014

    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
    Member
    6274 posts
    Bee Keeper
    • Wedding: October 2013

    7 days before, i had to give them an exact number.

    Post # 9
    Member
    3280 posts
    Sugar bee
    • Wedding: June 2014

    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
    Member
    1532 posts
    Bumble bee
    • Wedding: August 2013

    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
    Member
    743 posts
    Busy bee
    • 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
    Member
    988 posts
    Busy bee

    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
    Member
    6507 posts
    Bee Keeper
    • Wedding: June 2013

    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
    Member
    585 posts
    Busy bee

    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
    Member
    1473 posts
    Bumble bee

    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. 

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