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Super October 2017

I F'd Up and Overestimated Number of Guests

VegasWed!, on August 29, 2017 at 6:06 PM Posted in Planning 0 13

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A few months ago I started to panic because we invited so many people to our wedding and a lot said they were making the trek to Vegas. I'm not very good at budgeting, so I increased our guest count with the caterer from 75 to 90 guests and paid him off in full.

Fast forward to today and the RSVPs are rolling in. People are saying no that unofficially said yes. Ugh. I don't think I'm going to come close to 90 at all! I don't expect this money back from the caterer, but I am panicking.

If anyone has any advice I'd love to hear it. Maybe I can use the funds towards some extra food costs instead? I mostly want to throw caution to the wind and tell anyone else planning to not do what I did!

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13 Comments

Latest activity by Hol, on August 29, 2017 at 7:48 PM

Master January 2017
MMB · on August 29, 2017 at 6:08 PM
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I would use that extra money towards more apps or upgrades.
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Savvy March 2018
Travelingirl88 · on August 29, 2017 at 6:10 PM
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Most caterers don't require final headcount until like 2 weeks out. Check and see if they would be willing to drop the guest count and reimburse you. It's worth a try.
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Expert August 2017
JigglyPoof · on August 29, 2017 at 6:11 PM
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Does it hurt to ask? How far in advance was it specified that you had to provide final headcount? It seems so early when it's before your RSVPs started coming in.

If not able to get it back, then yeah, upgrades! might as well make it even more enjoyable
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VIP August 2019
Futuremrsk · on August 29, 2017 at 6:12 PM
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What @mmb said. Call your caterer after your numbers are in and see if you can use the extra plates to upgrade your cocktail hour or your bar or something.
Our venue has a min 125. We may wind up under that since our guest list is 130 to 140 (still tweaking). Our coordinator said of we are under 125, we still pay for 125 but they will calculate the difference and we can use that money towards upgraded apps, bar, or another late night snack.
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Devoted March 2018
SnowyBride · on August 29, 2017 at 6:12 PM
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I'd call the caterer and see what you can do. If you can't get anything back, yeah upgrade away!
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Super October 2017
VegasWed! · on August 29, 2017 at 6:16 PM
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He cautioned me before increasing the count that I couldn't go back for a refund. Which I understand as a business owner. I'm definitely going to at least make the ask for additional food options if we don't get close to 90. The final headcount isn't due until about a week before.

Worst case scenario, I hope my single friends meet some nice last minute plus 1s in Vegas to bring with them!
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Expert August 2017
JigglyPoof · on August 29, 2017 at 6:20 PM
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I like how you think! Although those last minut plus 1s could wreak some havoc. lol
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Super October 2017
VegasWed! · on August 29, 2017 at 6:25 PM
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@Eileen true! oh man I'm ready to be done with wedding planning!
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Celia Milton · on August 29, 2017 at 6:26 PM
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Call him immediately and tell him you want to upgrade. No one in catering has done anything at this point....
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Master July 2015
annakay511 · on August 29, 2017 at 6:35 PM
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Why would you give the caterer final numbers before you got your final numbers??
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Devoted August 2017
Sarah · on August 29, 2017 at 6:59 PM
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We went from 90 to 60 and I paid our catering too. We had enough money to do a late night pizza bar. Ask them they might be able to do something like that for you
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Super October 2017
VegasWed! · on August 29, 2017 at 7:13 PM
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@annakay thats not what I did. I havent given final numbers yet.
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Master July 2017
BookcaseHat · on August 29, 2017 at 7:16 PM
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I'm so confused that a caterer would even accept payment in full without an accurate headcount. We paid 50% of our estimated headcount 6 months in advance, and then the balance for the ACTUAL headcount (which in our case was a little less) two weeks ahead.

I would see if you could have upgrades. And, frankly, I'd be pissed if they say no.
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