Post # 1
Wedding is April 12th.
The cut off date for RSVPs was last Saturday, March 22nd.
I had to track down about 4 people for their food choices and a few more if they are even coming.
Now a groomsman wants to add a date, but isn’t sure yet! (Has had since January to find a date, lol)
I have to give my final count Saturday, with flexibility a week before (last count April 5th).
With all the crazyness, we have people who are iffy.
One family of 4 that are King/Queen of the last min back out, three flakes who might get in a fight before and not end up coming, and another with a sick mother in the hospital who might want to stay with her (condition changes day to day).
How do I give the count to the kitchen? Over, under? Def vs maybes? Add them last minute?
Post # 2
I’d give a count of about 5-7 under. Why? Because the venue usually will not refund you for no shows at all, but you can always add ppl later (even on the day of) & give them more money & the kitchen always has a certain percentage of extra meals. We’re going to do this too. For my FI’s family and family friends, they already have no show issues and there’s drama going on that could make them more likely to back out w/o letting us know in advance. I’m not paying for their predictable no-show meals. So we’ll give a count that’s a few ppl under the yes rsvps.
Post # 3
Find out what percentage that the venue will “over-prepare” for. It should be in the contract. And figure that into the total of people you are expecting, as of the date they want their number. I think it works if you have 210 expected and they’ll make and serve up to 5% more, tell them 200 meals – something like that. You could always say you need 21 tables of 10 set-up, in case extra people show. Our venue needs their final plate number 3 days before, but we have a minister and spouse who can stay, as a back-up and phtog./video. and band, who can have the meals, instead of the vendor meals, if there are more no-shows.
Post # 4
I’d rather have a few extra plates than have people go hungry…
Post # 5
Caterers should always prepare a % more for extras. But if you have people that havent given you a definate response, count them as a no. You have to plan your life as well and that is not fair of them!
Post # 6
Here are the numbers if that helps…
78 total adults, 14 kids
71 adults and 12 kids are definites.
7 adults and 2 kids are “iffy”
Is giving the kitchen a count of 74 or 75 reasonable?
Post # 7
fancyb16: Hmmm, maybe I am reading this ‘wrong’, but since you are having a meal choice – assuming that means people are picking their options via RSVP, and then you are indicating to the kitchen per head or per table whom is getting what, then I would get a meal choice for everyone that you THINK or KNOW are coming, even if they are ‘iffy’.
We have an ‘iffy’ couple, but only because she is due to give birth on our wedding date. She said do not give them a meal, but at our venue it is per head – all or nothing. If they are drinking anything, I still need to pay the total cost. So, I told her just to pick, and if they cannot be there, it is what it is, but if they can, they can eat!! Does my response make sense?! Lol.