Guest count 3 months out? Really??

jules3964

So I had a phone conference with the caterer today, and she was pressing me to know if we had solid numbers yet for our guest count. Um, our wedding is October 4. We haven't sent invitations yet, and our RSVP date is mid-September. How could I possibly have "solid" numbers yet?

We're having a small, semi-destination wedding, and I honestly can't count on anyone other than immediate family and our best friends attending until we have all the RSVPs in hand. 

Is this expectation a product of WW brides sending their invitations way too early? Or are caterers really expecting to have that information sooner?

larrygaga

They don't need it that early. She's probably trying to get ahead on her work. The caterers only need to know when they are ready to purchase food.

Maggie0829

I have never heard of a caterer needing a headcount that far in advance.  It isn't like they are going to order your food and have it delivered now, cause I am pretty sure it will have spoiled by the time your wedding rolls around.

I would tell her that you are planning on inviting X amount of guests and that you can provide firm numbers 2 weeks out.

ShallowSeas

I have never heard of a caterer needing a headcount that far in advanced. Seems ridiculous.  Ours doesn't need a final count until 2 weeks before the wedding.  Having one 3 months before is nearly impossible.

jules3964

Yeah, the contract says they need the final count 2 weeks out. Obviously they don't need it NOW, so I don't even get why she's asking!

I suppose I was just feeling a bit pressured, or that I SHOULD know by now. But that seems crazy.

iloveotters2014

oh man. My caterer was sooo chill. He never even made us do a deposit. He was just like yeah we will figure out the menu a few weeks before. Just tell me the headcount like the week before.

I swear everyone anymore just wants things now now now now. It's refreshing to not have to deal with that .

lyndausvi

There is no reason they need firm numbers this far out.    

  It's not a bad idea to let know "soft" numbers a month or so out. Let them know that so far you have "x" accepts and "y" still unknown.  That way they will know the minimum is "x" and the maximum will be "x+y".

SBmini

My caterer didn't need a final head count until week of. My baker wanted a count a month out, but I told her it wasn't going to happen and she said that was fine.

theartistformerlyknownas

She actually asked for solid numbers?? That's crazy talk. The only number I've given our venue coordinator (golf club, so the catering is in-house) was "between 250-300." And that was all he needed.

southernbelle0915

Unless she is personally flying to various locations around the world to harvest and slaughter the ingredients herself. she doesn't need this information now. 

"hi over-achieving caterer - thanks for following up. We do not have a number yet. Per the contract, we will certainly have a final head count to you 2 weeks prior to the wedding. Have a great summer!"

jules3964

Granted, they are ordering our rentals too (so it's not just food), and she'll be placing a rental order soon because October is high-season for weddings there. But still. She has a maximum number, so she'll just have to go with that. I can't possibly say exactly how many plates or chairs we'll need right now.

lyndausvi

I had to order EVERYTHING for my wedding.  I mean EVERYTHING, salt and pepper shakers to tables, linens to toilets.  There was nothing I didn't have to order.      The rental place was 1-1.5 hours away from the location.   The weekend after labor day, so still peak season.   

I still didn't need my numbers to the caterer until 3 days out.   The rental place I think was about a week out.   We placed an order with them for the max guest months before the event. Then were able to reduce the numbers closer to the event.   We also padded the numbers.  So we had 145 guests, but ordered plates and silverware for 150-155 people in order to have extras.