Overpayment on Venue?

Congratulations 🍾🎉🎈🎊 on you engagement!

Next, I’m SO sorry this is happening.

Have you had a chance to look over your contract?

I’m not sure how close you live to your venue but do you think you could head over there and have a face to face conversation with them?

I'd double check your contract. Most venues we looked at had a minimum payment you had to meet and if the guest count was too low, you needed to spend more elsewhere to meet that minimum. I'd read your contract very thoroughly. If it still doesn't say anything about that then I'd go back to the venue with the contract and try to get my money back again.

What does your contract state about the guest count? Did you guarantee that you would pay for 80 guests when you signed?

Is the bar tab part of the per person cost? Or is that something you will be paying for after the fact (consumption bar)?

That’s so weird. Our final payment is due when we give a final head count. They actually asked that we not pay the full balance until the final head count is due because they said it’s such a pain to give our money back if we do overpay. They said it would take months, lol. I would be firm that you want the overpayment back or maybe just wait until after the wedding and go to small claims. Definitely don’t agree to let the overpayment go to the bar tab.

What does your contract say? Does it specify that if the remaining funds after your final count was done would be refunded to you or does it say you need to use it towards enhancements? I would use the contract to show them that they need to give you the money, as long as it doesn’t specify what happens to those leftover funds.
My venue payments were based on an estimated count of 125, and our final count was for 121 so they adjusted our final payment to reflect only 121 guests which dropped our payment several hundred dollars.

Did the contract ever mention they would return the money? It's weird they would expect a head count so early for sure, but if the contract mentioned this is how it works I'm not sure why it would be any different.

Our final payment was due a month before the wedding, so we made RSVPs due a month + one week before the wedding. So we could tell them the final headcount at the final meeting, pay it all off, and we wouldn't overpay.

I don't actually think this is strange. Usually when you give a vendor money, they aren't going to give it back to you unless stated somewhere in the contract the means by which they'll give it back.

Just try to relax and think of a cool upgrade you can have! You already payed the money, it's out of sight out of mind, so there's no reason to stress about it.

WOW this is crazy! I agree with PP you should review your contract very closely and maybe wait till after the wedding to really push the issue.

Also maybe try calling a lawyer for actual legal advice.

We had to guarantee 100 guests to use the room we chose at our venue so even if under 100 guests came, we would have owed the same amount of money. I’d double check your contract- this was pretty standard for all the venues we looked at.

This seems standard. When you pay the final amount, you’re paying for the guests you said were coming. Unfortunately, if you didn’t have your final count and just estimated, then that’s on you and not the venue. They’re helping you by saying that you can add enhancements or upgrades.

I'm not sure we can help you as your answer is entirely dependent on what is in your contract as far as guests counts, a minimum spend, when $ is due and what happens when the final count comes in. Read your contract thoroughly. What your vendor is doing though is not uncommon in my opinion. I know I had a minimum amount to spend regardless of the number of guests attending my wedding.

I think this is fairly standard, and it is nice that you do have the opportunity to get your money’s worth with upgrades— see what your options are, find something that might get your FH excited. I understand being bummed about not getting your money back directly, but this is not a hill to die on and doesn’t make your venue shady or bad people, so you shouldn’t let it ruin your wedding day. It’s likely in the fine print of the contract. For us we had a “guarantee” number based on the final headcount when the caterers needed it, X number of weeks in advance. We could add to that number up until 48hrs before the event, but any subtractions to the headcount would still need to be paid for. Sometimes the wording in the contracts can be a little confusing (I wasn’t certain what ours meant at first and asked for clarity).

You’ve already PAID the money so it shouldn’t be too devastating. Try to reset how you’re thinking about it. The payments are done. But now you get to add some freebies! The bar upgrade is a great idea, or perhaps signature cocktails, upgrading appetizers or desserts, adding a late night snack— there should be lots of possibilities. To me, it actually seems exciting. Explore your upgrade options, you may find something that really perks you guys up!

Stop blaming the venue and move past it. I mean this in the nicest way possible. Blaming the venue will only make you resentful on the day of, and you shouldn’t be.

It is typically in the contract the guest count date they needed it by... All of your rsvp's should have been in by then. Final payment comes after guest count date so I could see where the venue is not going to give you your money back.

View Quoted Comment What a great way to look at it! It’s all about perspective.

The venue not giving money back must mean the venue you have to guarantee a certain amount of people. Please double check.

It sounds like they had a minimum head count. This is fairly standard. We have them at our venue. If you fall below the minimum you would still need to meet the food and beverage minimum. Our couples normally upgrade the bar, add late night snacks..... don’t go into your wedding day upset. Just ask if you can spend that amount somewhere else.

We have a food and beverage minimum so if the guest count was under you still have to pay that amount. If that’s not the case I would check your contract

Go over your contract asap!