Giving the hall a few people less on the headcount?

candybride123 Posted: May 20, 2009 10:58 AM

Giving the hall a few people less on the headcount?

Hi Girls,

I saw some talk on another thread about giving the hall a number which is a few less than actual so that you can account for a few day of cancellations.

Can anyone tell me their experience?

How many had no shows? How many no shows out of how many yes rsvps?

What about the seating chart? Do I give the hall a wrong chart and then give them a 'right' chart the day of?

Did anyone worry that this might cause some confusion with seating and maybe cause a snag when everyone entered the reception room?

We have 207 rsvp yesses and from what I am reading it sounds like maybe a few won't show. We have until 'a day or two' before to change the number. Is it worth it to give them a lower headcount? Then the chart would be like some plates OFF certain tables and some ON others...

TIA!!

MrsCM Posted: May 20, 2009 10:59 AM

Re: Giving the hall a few people less on the headcount?

I thought about this, too

AdriandSteve Posted: May 20, 2009 11:32 AM

Re: Giving the hall a few people less on the headcount?

imo i wouldn't do this.

It's A LOT easier to just leave seats empty then to make place settings last minute.

KittyGags Posted: May 20, 2009 12:05 PM

Re: Giving the hall a few people less on the headcount?

Posted by AdriandSteve

imo i wouldn't do this.

It's A LOT easier to just leave seats empty then to make place settings last minute.

Problem is then you pay for them!

AdriandSteve Posted: May 20, 2009 12:12 PM

Re: Giving the hall a few people less on the headcount?

Posted by KittyGags

Posted by AdriandSteve

imo i wouldn't do this.

It's A LOT easier to just leave seats empty then to make place settings last minute.

Problem is then you pay for them!

hmm... i dunno

the problem with giving them the right seating chart the day of is catering halls have everything set up about 2-3 hours before cocktail hour. A lot of places set up the chairs and table settings the night before when they are cleaning up from the previous event.

It ***** but imo you can't assume people are going to pull a no-show... cuz what if ur wrong? I'd talk to your hall about different options such as taking the extra dinners home.

alli3131 Posted: May 20, 2009 12:16 PM

Re: Giving the hall a few people less on the headcount?

I had 6 no shows/last minute cancelations. We told the hall the count as it was 2 weeks before. Yeah i could have saved a few $$$ but really in the scheme of things it was pennies and I was glad there was no confusion with the # on the day of.

jillyb97 Posted: May 20, 2009 12:50 PM

Re: Giving the hall a few people less on the headcount?

I definitely wouldn't tell them less. Yes, it ***** to pay for it if people happen to not show up, but what if you don't tell them until late, and then they aren't ready for everything? I would rather have my guests not be in a state of confusion, trying to find their seat at a table that doesn't have enough settings...

We had zero no shows - so we really would've had problems...

FutureMrsG Posted: May 20, 2009 12:54 PM

Re: Giving the hall a few people less on the headcount?

I would give them the true count. It is easier to take away place settings then add them. You can always have the RH pack the extra dinners for you if there are no shows.

Juhgail Posted: May 20, 2009 01:09 PM

Re: Giving the hall a few people less on the headcount?

I agree with everyone. Give them the true count.

If you dont then there has to be this mad dash scramble to add place settings. It just does not seem worth it to me to go through the agida.

debzy Posted: May 20, 2009 01:26 PM

Re: Giving the hall a few people less on the headcount?

If you understate the actual cost, there will not be enough place settings at the table, causing confusion for whoever does not have a chair. Adding a chair is 'easy' as long as it fits at the table. BUT some places have different size tables for 8 vs 10 vs 12 vs 14 people.

ange1x Posted: May 20, 2009 01:43 PM

Re: Giving the hall a few people less on the headcount?

We had an appointment a two weeks before the wedding to provide our final count. We thought the same way and decided since some of our elderly folks were sick that we would leave them out of the count since they might not show up. Our hall also asked us for the final count minus 5 people just in case something happened the week of the wedding. So I made the seating chart without those guests. We were then given till the end of the week to let them know if we had any additional guests other than the minus 5 so that they can order the correct amount of food. Which we did since we decided to count the elderly folks and then minus 5. We gave them a final seating chart and at the drop off appointment we paid for the minus 5 b/c at that point we that was when we said well if they show, they show.. nothing we can do if someone gets sick.

It stunk to have to pay for everyone upfront even tho you'll have a few no shows. We actually only had 2 no shows, so that wasn't bad at all. We asked them if we could have their meals.

candybride123 Posted: May 20, 2009 02:43 PM

Re: Giving the hall a few people less on the headcount?

Thanks everyone.

Yes, 2 cancellations aren't so much but I got scared when some people said more like 6 or 7 didn't show- I mean then we're talking about more like 1,300 bucks and that would upset me a bit!

The possible confusion is what really turned me off to the idea. Although it seemed that a lot of other girls DID do this and I guess eveything went okay.

FH says don't do it. MOB says it might not be a bad idea. IDK I don't think I want to do it b/c it's just another thing to worry about.

cavvento Posted: May 20, 2009 07:41 PM

Re: Giving the hall a few people less on the headcount?

I would say to tell them the true number. I'm just thinking you'll be so busy the day of, are you going to be in a state to re-count everyone and figure out which seating plan should be the right one?

mrsjpc3 Posted: May 20, 2009 08:02 PM

Re: Giving the hall a few people less on the headcount?

i am so glad i did this. I told my hall about 6 less. And we had at least 5 no shows. most halls are agreeable to this, and if these people do show up, they will allow you to pay for their plates that night. i just made place settings for everyone. no big deal.

valthom426 Posted: May 20, 2009 08:08 PM

Re: Giving the hall a few people less on the headcount?

Talk to your MD about this. I would give them atleast 5 less. My MD's advice was,' you can always pay via debit card day of, so only give me definites. Any maybes do not count.'

Even with all my definites, one couple's car was broken into - they didn't come, one from Mass. truck broke down, two family members did just not show, one came to the ceremony and left before dinner??? So stuff still happens. Be conservative and save your $$$.

JAAMS Posted: May 20, 2009 10:01 PM

Re: Giving the hall a few people less on the headcount?

IMHO, I would not do this. I'd rather pay for a couple of people that don't come than having to have extra place settings and all that arranged the day of.