Someone gave a last minute rsvp less than a week before the event...

Most caterers will allot for extra meals if needed. Give them a call and ask. As for the seating chart, I would just try to fit them in wherever you can. Do you have tables that aren’t full? People always move around after dinner anyway, so don’t stress about who they’re sitting with for the meal.

I think if you have space left, just sit them in two empty seats.

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I already gave the venue and caterer a final number and her husband is still "up in the air" if he can come or not.

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Each table has already been set up according to total number of people per table - max 8 people per table and some will have 6, some 7. There aren't any empty seats lying around

Usually caterers are fine to add people after final numbers, it’s only removing people that’s a problem. And if you have max of 8 per table and some tables of 6, I’m having trouble seeing why you can’t just add them to a table of 6? They might not be sitting with family but it sounds like you could fit them in.

As far as her husband, I’d tell her you must have a definite answer by tomorrow.

Oh that's tough.
I know my caterer had a hard "no changes with <7 days to the event" policy. I think at this point you might have to just tell her that you cannot accommodate her.

I'd definitely give her a hard deadline for her husband, and as long as you're ok with adding them to a table with space, you should be able to up your catering numbers. If you really don't want her to come though, you can tell her the truth by saying that you've already turned in your final headcounts.

Tell them they missed the RSVP deadline and that you already gave in your numbers, just what you're telling us.
That maybe you can celebrate with them another time after the wedding, maybe with a double date to dinner.
If there's nothing you can do to fit them in, let them know now so they can stop looking for a sitter. They should have been more serious about wanting to go, you can't expect a bride to "wait and see" if you can come the day of the wedding. That's crazy.
I'd just tell them that it's too late in the nicest way possible.

Honestly, I'd be strict about it! Tell them that you've already submitted your final headcounts and can't make any changes at this point, and that you unfortunately can't accommodate them at the wedding.

But if your caterer WILL let you add people and you can add another seat, then see if you can fit her at a table that only has 6 or 7 people. Maybe print a sticker/label that you can add onto your seating chart (if it's going to be displayed) to squeeze her spot in without having to reprint anything.

I honestly would just tell her unfortunately the final count has been given. We are paying per person so we needed a definite answer by this date, and it can no longer be changed

View Quoted Comment Well then i would nicely explain to her tht the caterer had to have an exact head count by a certain date & since they’re still uncertain about attending, they missed the count. Maybe they can still attend the ceremony, but not reception.

View Quoted Comment 100% agree! I’d do this.