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Does your venue easily allow for you to add extras on the day of?
Perhaps not helpful, but I really don't think that you should tell your venue a number that is 5% of your RSVPs. I think you need to plan your numbers based on hard responses, rather than a guess that people will just not show up. My sister had a 160 person wedding and only one person didn't come at the last minute. In that case, you would probably be in trouble....My feeling is that you don't want to be doing headcounts and figuring out who actually shows on the wedding day.
Hmmm I don't think giving the a 5 or so person low ball is terrible. Any more than that you are asking for trouble. But who is going to count who came? In response to your question, I would seat all the potential no-shows at one table. Other than that, I wouldn't worry about it. One person missing from a ten person table isn't going to be noticeable, 8 people missing from the same table is disasterous for the one couple who bothered to show up.
Hmmm, so you would tell your venue that your final headcount is only 119 (125 - 5%)? That's like one table missing (7 people)? I would just make the seating chart like you are expecting every single person to show up. It would be pretty hard to figure out who the "no-shows" would be before the wedding, so I would just include everyone in the seating chart. Plus, one or two empty chairs would be less noticeable than just leaving out a whole table full of people.
Also, you might want to make sure there is enough seating and tables in case every person shows up. Everyone who RSVP'ed "yes" to our wedding showed up, and I've been to a couple weddings where people brought surprise extra guests. As long as there is an extra table and chairs that can be brought out if you need it, I think giving the venue a lower headcount could definitely work in your case. Hopefully, it will even save you a little extra cash!
I agree with mrs. spring, you need to make the seating chart based on if everyone that RSVPs is attending.
I made the seating chart as if everyone that RSVP'd would show up. I had round tables of 8 and two tables ended up with only 4 people at each table but the seating chart wasn't a hard and fast rule so it helped people to move around and visit some.
Can you give them a range? Like 95-100 people? I know sometimes the round tables can easily sit 9 instead of 8 depending on the size, so you could always make 5 of them 8-tops instead of 9 but with extra plates, etc. at the ready. The thing is you have no idea WHO that 5% will actually be, so you have to do the seating chart as if everyone will show up.
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Our price per person is very expensive at our wedding(about 125 per person). I've been told over and over that 5% of yes RSVP's will not show at the wedding. Everyone I know who got married, said it will happen regardless of follow up calls. We plan on telling our venue our number's are 5% lower than the yes RSVP's since we can add people, we just can't subtract people.
In this case, how to you plan seating charts around the possible no shows? We don't know exactly who will not show at the venue.
Thanks in advance for the help.