Negotiate food and beverage minimums?! Help!!

LindsMullinix

I have found a reception venue that I am ready to put a contract on, their food and beverage minimum for HALF the ballroom is 4,500, the minimum for the entire ballroom is 9,000.  Half the ballroom fits our party, but I'm afraid it will be tight with a dancefloor and a DJ.  9k before taxes and service fees is out of our price range but we could do 7,500 - should I try to negotiate the minimum to get the whole ballroom or do you think we will offend someone and possibly risk using the space at all?!  HELP - your opinions are greatly appreciated.  Thanks!!

I <3 Seabass

I don't think they'll be offended. The worst that's going to happen is that they say no. Hopefully they'll be able to work with you or at least assure you that your party will fit in 1/2 the ballroom.

Question though, if you only have 1/2 of the ballroom does that mean that there could be another even going on in the other 1/2 at the same time as yours?

LindsMullinix

I am pretty sure that if I only rent half the ballroom, they can rent the other half that evening as well.  There is a divider but I'm afraid music may conflict etc. 

MyNameIsNot

Yes, it's certainly worth a shot, but there's an art to it.  Talk to the person you've been talking to, and say that you really like the space and would like to use it, but a $9K F&B min is out of your budget and ask if they'd be willing to come down some, and mention that 7500 would be more workable for you.  As long as you are polite about it, you aren't going to offend anyone.  All they can do is say no. 

But, since it is the minimum, you probably aren't going to have a lot of luck.  They probably average significantly more than the minimum for each event.  If they can fill the space with another couple or couples, they can probably expect to earn $12K or so.  You are already telling them that you aren't going to go over the minimum.  The only way they are really going to play ball is if you are planning on a date where they probably wouldn't be able to fill it without you. 

FutureMrsL.R.Allen

I actually used to be a catering sales manager and brides asked me this all the time.  I did have wiggle room with the minimums, so if a bride was nice and what they wanted was not unrealistic, then I would come down on our minimum.  I had a certain amount I could come down without having to get approval from my boss.  Working with brides is a pain sometimes, so if I thought a bride was going to be easy and not make my life difficult, that was well worth getting a little less money!  So yes, it is worth asking and it will not offend them!

LindsMullinix

Hi Ladies - I just wanted to say thanks to everyone, I got the catering manager to come down to 8k for the food and beverage minimum, and while it was slightly higher than what I was asking it was still do-able.  Now I dont have to worry about another wedding right next door etc. - Thanks again