Venue contract question

You will want to verify with the venue, but most likely they will know the minimum of 120 guests has been met because: A. You will have to confirm your final number of guests prior to the wedding day, and B. there will be at least 120 meals confirmed
As far as children under the age of 10, there will probably be “child meals” provided for them, and they will go off the number of child meals ordered. As far as vendors, you would need to let them know how many vendors you are providing meals for

You will have to confirm your final guest/vendor counts ahead of time, and likely make final payment before your wedding. So, if you pay for more than 120 people, they will give you the discount. They honestly don’t really care how many actually show up, they will charge according to the numbers you give them in advance.

When you collect all the replies from your guests, including contacting anyone who forgot the evening of the rsvp due date until you have reached everyone, you tally the yeses and no’s. This can take up to a few days to reach everyone and whomever doesn’t respond is counted as a no. Give the final headcounts to your venue/caterer or whoever needs them on or before the deadline they have given you.

If you’re doing dinner (seated) plates and/or open bar, you’ll have to provide final # of guests.

Almost all venues have you meet with them before your wedding to verify numbers.

Can you negotiate that minimum? For our local reception, our venue coordinator let it out that all we needed was to put at least 25 guests as the guaranteed minimum. That’s what we did even though we expected 50-60 guests because we didn’t want to be on the hook for 50 if only 35 RSVP’d.