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Super December 2021

Headcount needed 1 month in advance?

Casey, on March 1, 2019 at 5:35 PM Posted in Planning 0 22

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Hi all,

We recently booked our venue and I LOVE it. It's an all-inclusive venue so when we sign our contracts they let us know when we would need certain things by or who to reach out to you to find out. They let us know that for catering we need our headcount 30 days prior. I've always heard something a little closer to 3 or even 2 weeks.
I'm not complaining or unhappy, just curious- is this normal? Or just slightly abnormal? Or way abnormal? Haha.

Honestly, I'm fine with it. My only possible concern is that I believe you usually request they return the RSVP 2 weeks before you need to turn in the final headcount, right?

So, that's a whole month and a half before the wedding. Is that reasonable? I don't want guests thinking I'm being unreasonable or something. Etiquette-wise, is this all okay?

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22 Comments

Latest activity by Casey, on March 4, 2019 at 6:30 PM

VIP June 2019
Formerbride · on March 1, 2019 at 5:37 PM
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It's reasonable because you don't have any other choice haha. I have seen others on here with 30 day guest counts too. So I don't think it's abnormal.
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Super December 2021
Casey · on March 1, 2019 at 5:38 PM
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Thank you! I guess that's true, isn't it? Haha. I have plenty of time but thought I'd ask questions as they arose instead of bombarding these boards in a year and a half 😂
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VIP June 2019
Formerbride · on March 1, 2019 at 5:40 PM
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I completely understand. It's hard because sometimes the "rules" don't apply!
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Super September 2019
Anna · on March 1, 2019 at 5:41 PM
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Definitely not abnormal! Generally speaking it’s 10 days to 2 week for head counts for caterers, but many caterers need much more time than that depending on their food vendors. I would send out invitations at 3 months before the wedding (6-8 weeks before rsvp is due) so that way If anyone doesn’t respond you have enough time to follow up. I’ve received invites both a month and a half to 4 months in advance, as a guest I had no problem with it and you can always explain it to anyone that questions it
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Super December 2021
Casey · on March 1, 2019 at 5:43 PM
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Thank you that is SO helpful! I'll make a note of that for our timeline!
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Super December 2021
Casey · on March 1, 2019 at 5:45 PM
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Very true, and there's always exceptions!
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Super October 2019
Devin · on March 1, 2019 at 5:52 PM
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Our place needs final head count 4 weeks before and it’s all inclusive too.
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Master May 2019
Chandra · on March 1, 2019 at 5:54 PM
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My baker wants final numbers before they'll talk cake and said give him a month notice. So our RSVPs are due March 30th for a May 11th wedding. That way inhave a week and a half to yell at people for their answers lol
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Super December 2021
Casey · on March 1, 2019 at 6:54 PM
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Maybe it's an all-inclusive thing!
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Super December 2021
Casey · on March 1, 2019 at 6:55 PM
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Haha that's smart of you! Sounds like it isn't that unusual and people will think whatever they think! Which is probably nothing and in worried for no reason 😂
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Master May 2019
Chandra · on March 1, 2019 at 6:56 PM
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Its funny. Mine is mostly all inclusive as well (no dj/photo) but the actual venue says 1-2weeks is all they need. Lol
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Super August 2019
Saydee · on March 1, 2019 at 7:11 PM
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Mines all inclusive and I need final counts for alcohol 4 weeks before, and 3 weeks for guests, as final amount for catering and venue is due and based on the number of guests
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Devoted September 2019
Kate · on March 1, 2019 at 9:33 PM
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Our caterer also needs the final count 4 weeks out, so we asked people to rsvp 6 weeks before our date, which will give us 2 weeks to reach out to any stragglers.
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Expert May 2019
Cynthia · on March 1, 2019 at 9:57 PM
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Ditto! March 29th RSVP date for a May 12th wedding. Our all-inclusive venue needs the counts at least 3 weeks in advance. Baker and our florist need headcount and all the info 4 weeks ahead of time! So in order to know how many tables we’ll need centerpieces for, plus the 2 week time frame we’ll need to collect missing RSVPs, we were fine with sending them early. We also have quite a few out of town guests, so there’s that too! Not abnormal. You aren’t alone! 😊
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Super December 2021
Casey · on March 2, 2019 at 7:38 PM
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Darn lol. That's lucky then! Maybe it's like smaller business' from my venue? I could see that being why.
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Super December 2021
Casey · on March 2, 2019 at 7:39 PM
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Interesting! We get to supply our own alcohol so I'm really grateful for that!
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Super December 2021
Casey · on March 2, 2019 at 7:40 PM
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It's nice to know this isn't abnormal! We will probably do the same schedule for the same reason.
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Super December 2021
Casey · on March 2, 2019 at 7:42 PM
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Thank you! For ours they said it's the catering that needs the headcount.
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Super August 2019
Saydee · on March 2, 2019 at 8:07 PM
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I really wish we could..I would do more liquor than beer and wine, just because I know my family. I don't drink beer, barely drink wine, but I do get to choose two signature drinks that will be pre made add adding on a champagne toast
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Super December 2021
Casey · on March 3, 2019 at 12:36 AM
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I am the EXACT same. No beer and barely wine so I really want cocktails! We can only have simple mixed drinks but that's fine by me, it's better than nothing! I bet you'll really enjoy your signature cocktails!
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