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VIP April 2017

Headcount for welcome party

Meaghan, on April 5, 2017 at 12:44 PM Posted in Etiquette and Advice 0 8

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We are doing a welcome party from 8-10pm the night before the wedding at the hotel where our block is. We are doing a small beer/wine bar for those 2 hours as well as serving a large specialty grooms cake, fruit/dip, cheese/crackers. It is not a dinner and not advertised as such. We are hosting a rehearsal dinner much earlier in the late afternoon/early evening during dinner hours (5-7). Only ceremony folks involved are invited to the RD...about 30 people TOTAl. The welcome party was our answer to doing something for the OOT who traveled in but don't need to schlep to the RD or rehearsal itself. There's a total of 70 OOT. I set the headcount at 40 for the welcome party but if there's an adjustment, I need to let them know 3 days prior. I have already paid for 40. I am thinking of adding more $ to the bar fee (it's a consumption bar) but the food is priced per head. Being that it's not a plated dinner or a plated anything and about half of our party will already have eaten dinner...

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8 Comments

Latest activity by Jenna, on April 5, 2017 at 5:27 PM

VIP April 2017
Meaghan · on April 5, 2017 at 12:45 PM
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How exact do you think my headcount needs to be? The hotel kinda said they have no way of knowing exactly how many eat because it's a very informal thing (meaning some of those 70 OOT may either not be in town yet...or may choose to call it a night after the RD. I don't know). Its not a sit down thing. There will be a few tables, high boys, but mostly people milling with a drink and maybe a plate. I asked for a separate RSVP to the welcome party but barely anyone has. So I'm basing the number 70 simply on the number of OOT coming to the wedding.
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VIP October 2017
MrsLabrec · on April 5, 2017 at 12:49 PM
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That's very nice of you both to do.
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Master November 2016
CMC · on April 5, 2017 at 12:55 PM
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Can you request a list of the rooms that are booked in your block? I would do that maybe a week before, and then use that number to determine how much food to order.
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Super November 2017
Jenna · on April 5, 2017 at 12:56 PM
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We are doing something VERY Similar. We are having s'mores for the children (there is a beautiful fireplace), games to play, beer and wine to drink and possibly a grooms cake too.

There is no way to know how many people will show up but it is best to assume they will all snack on something since they will be drinking. I think 45-55 would be a good guess. Best advice I can give you is talk with some of your guests, causally, and see if they are planning to come! I would estimate food for 75% of those attending or possibly attending.

ETA: can they pack up the food you paid for but did not eat. If so, you can have that on your wedding day for the ladies to munch on while getting ready and for the groom/-men as well!
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WeddingWire Administrator October 2016
Lynnie · on April 5, 2017 at 2:37 PM
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Like CMC suggested - I'd take a look at your rooms blocks! Also check to see how many of those rooms are for 1 night or 2 nights!
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VIP April 2017
Meaghan · on April 5, 2017 at 3:09 PM
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Most are staying at the hotel. Only a couple people are staying at nearby air b-n-b's. And again most will be coming to Atlanta at *some point* Friday. The wedding is at 3 on Saturday
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VIP April 2017
Meaghan · on April 5, 2017 at 3:11 PM
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Jenna- good idea about the food but we should have leftover RD food already. This meet an greet food is ridiculously pricey. I want to keep the food to a minimum. But I don't want to embarrassed and run out of the few snacks, ya know? The cake is PLENTY big. I'm talking about the cheese, crackers, fruit and yogurt dip. I imagine the non-RD people may have a bit more of an appetite. ...maybe?
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Super November 2017
Jenna · on April 5, 2017 at 5:27 PM
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Yes I agree. My parents ran out of food at their cocktail hour 27 years ago so now they are making sure that does not happen at mine. It is very hard to guesstimate other people's hunger and their idea of what your welcome reception will be..... look into creative options like CMC suggested and Tupperware takeaway, donation to local police station or soup kitchen.... creativity my friend
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