Not enough seating for all

jenoracle

I am having a problem. I already booked my venue and paid for it so cancelling would cost me a lot. I originally thought I was going to have less people come t o the wedding since most are from out of state and so my venue is small, but now everyone has rsvp'd--I will not have a seat fro everyone, but it is not plated dinner it is more open bar and buffet and lots of entertainment. Any tips?

manateehugger

jenoracle said:

I am having a problem. I already booked my venue and paid for it so cancelling would cost me a lot. I originally thought I was going to have less people come t o the wedding since most are from out of state and so my venue is small, but now everyone has rsvp'd--I will not have a seat fro everyone, but it is not plated dinner it is more open bar and buffet and lots of entertainment. Any tips?

Oh dear. It's a little late for tips. You never invite more than your venue or your budget can accommodate, but that's unfortunately a moot point now. 

Open bar and buffet means people will be eating and drinking - they need a table and chair. Have you ever tried to balance a cocktail, your dinner plate, napkin, and silverware all at once in heels and a dress?

Options that are still terrible but are better than having your guests stand during dinner (in order from not ideal to pretty awful). 

1. Is it possible that different table set ups will allow you to fit everyone (banquet tables for example)? Or is it a fire code issue?

2. Can you move the dance floor or buffet line elsewhere like a patio or separate room? 

3. Can you break down tables after dinner to make room for other things like the dance floor?

4. Is there a separate room to set up dining tables for some guests?

ETA: You could also see about renting alternative seating and cocktail tables and having a true cocktail style reception, but even then, I think you need enough seating for everyone and plenty of table space. 

jenoracle

There will be cocktail tables throughout and also a bar area and there is a lounge section with some couches...... :-(

wrigleyville

Manatee has some great ideas. I really hope some of those options work for you.

Lurkers, take note: always plan on 100% attendance.

jenoracle

Everyone kept telling me that i should plan on 20 to 30% not showing especially bc they are from other states, and sure enough everyone is coming!!!

Cookie Pusher

jenoracle said:

There will be cocktail tables throughout and also a bar area and there is a lounge section with some couches...... :-(

You need to have enough seats for every butt. I know when I go to a wedding, I have a wrap/coat and a purse. Where on earth would I put those when I go up to the dance floor if I don't have a seat?

Liatris2010

Everyone needs a seat. As it is planned now, why can't everyone have one? Are you over capacity or budget? Can eliminating the dance floor fix the space issue? If you nix the dance floor, you can nix the DJ, and that might free up enough money to make sure everyone has enough food. You can also see about changing the food you are offering. If you can't afford filet and full open bar for everyone, you might be able to afford prime rib and beer and wine. Tell us more, and we can help you make sure everyone has a seat.

manateehugger

jenoracle said:

There will be cocktail tables throughout and also a bar area and there is a lounge section with some couches...... :-(

Is this a fire code issue? Because right there, you're in a world of hurt. Have you chatted with your venue about solutions?

slothiegal

jenoracle said:

Everyone kept telling me that i should plan on 20 to 30% not showing especially bc they are from other states, and sure enough everyone is coming!!!

I'm sorry, you were given bad advice.  

I will reiterate what wrigley said: always plan for 100% attendance.  Better to be overprepared than under.

wrigleyville

jenoracle said:

Everyone kept telling me that i should plan on 20 to 30% not showing especially bc they are from other states, and sure enough everyone is coming!!!

Yeah, that's why I hate that "rule". 

We got married in Vegas and had 100% attendance. We were surprised, but happy, and we had planned for 100%, so it wasn't a big deal. It was still a surprise, though.

If this is a fire code issue, you have a problem. If not, then your venue can help you figure out a way to have enough tables/chairs/space for everyone.

How many extra people do you have? 10 might be ok. 100 is going to be an issue.

jenoracle

I am short about 30 seats. Its buffet style and its not that i am over budget its that the capacity is over on tables and chairs to fit comfortably. I am so stressed!!! I am going to the venue this weekend to see what I can do. It was just poor planning!!!!

Kahlyla

You mentioned there are cocktail tables and couches - can you replace any of those elements with regular dinner tables and chairs?

manateehugger

jenoracle said:

I am short about 30 seats. Its buffet style and its not that i am over budget its that the capacity is over on tables and chairs to fit comfortably. I am so stressed!!! I am going to the venue this weekend to see what I can do. It was just poor planning!!!!

Breathe deeply. 

Call the venue and explain now. I wouldn't wait until this weekend; then you're just going to panic for the next three days.

Clarify that it's hopefully just a comfortable capacity issue not a fire code issue. Ask if there's another set up that would allow for 30 extra seats - different tables, move the buffet line into the lobby, break down tables after dinner, move the couches in the lobby to make way for dinner tables.

Buffet still means dinner. The table set up between a plated dinner and buffet is usually the same - everyone needs a place to eat. 

Jen4948

Unfortunately, everyone who told you to "plan for no-shows" is wrong.

I think you need to call your venue and explain what happened.  Maybe you can move some of the cocktail seating and/or couches or perhaps rent other seating.  But you need to find a way for all of your guests to be seated during your reception.  There aren't many absolute musts in regards to wedding planning, but this is one.

jenoracle

Thanks for the help everyone, I really appreciate it!

PineapplePopsicles

jenoracle said:

I am short about 30 seats. Its buffet style and its not that i am over budget its that the capacity is over on tables and chairs to fit comfortably. I am so stressed!!! I am going to the venue this weekend to see what I can do. It was just poor planning!!!!

A word of warning:  Don't let your venue talk you out of fixing this.  I don't know if they were the ones who told you to plan for 20-30% declines, but we have heard many stories of venues saying "Oh, it'll be fine, some people can stand" or "Not everyone will be seated at once" and you may have to be really firm with what you want.  It is such a pain, really, but you have GOT to do it.  Don't back down on this.  

southernbelle0915

1) Can you switch to a plated dinner at this point? A duet with whatever you were going to serve at the buffet? That would eliminate the need for the buffet table and you could fill that space with seated people.

2) Ask the venue to move the couches and lounge area so you can put tables there. You might have to pay extra for this. Do it. 

3) Is there another room you can rent? Outside space you can use? 

4) Round tables aren't as efficient space wise as banquet tables. Set it up cafeteria style. 

5) If you were going to do a sweetheart table, eliminate it. Seat yourselves with family or WP at a normal table and use that space for tables/chairs.

6) Eliminate your dance floor

7) Consolidate auxiliary tables (guest book table is also cake table, is also favor table...).

8) Eliminate extra space taker-uppers like a photo booth.

wrigleyville

I love the idea of switching to banquet tables instead of round tables (if possible). If your venue can accommodate those 30 guests without breaking the fire code, then they probably have set-up plans in place for X number of guests. So, instead of using the layout they normally use for, say, 100-125 guests, have them use the layout they'd normally use for 125-150 guests. Many venues have "floor plan" examples to fit a variety of numbers, depending on their capacity.

jenoracle

yeah, I just put a call in great suggestions everyone!

wrigleyville

Please let us know what they say. I wish you the best!

manateehugger

Good luck! I hope they can work something out for you. 

Jen4948

Best of luck on this!

MandyMost

I think the "rule" is that you should expect 20-30% declines, but you should plan for 100% attendance. That way you're prepared, but not feeling down that everyone can't come.