How do they know?

jennylynnhankins

How do caterers/ vendors know how many people actually show? Do they take a count? Does it matter to them if it's the exact number of people you told them in your final count, or do they just make the amount of food for that number and not worry about the bar?We're having a open bar (paying by the hour and guest) and stations.Also, how do you know if someone didn't show? Guest book or process of ellimination?

CubsGirl05

Magic.

MissSarah786

It's inevitable that some people will show up without RSVPing and some people that did RSVP will not show. Basically, if you say we'll have 100 guests and there are 103 or 95, it should be fine. Were you planning on lying?

tlv204

I'm not sure how everyone does it, but we got charged for the final count we gave them ahead of time.  Worked out in their favor since we paid for 5 people who didn't show.  I just noticed the people that weren't there throughout the day/night. And one couple told my MIL they couldn't come the day before, but we still paid for all of them. I'd say ask the venue.

mandysmear

Well my wedding had 100 people and I knew who didn't show just by memory of who I invited, who RSVP'd and who wasn't actually in the room with us.I don't know if caterers do a head count.  It'd be pretty tough to do so if people are mingling and dancing.

diggitydog

I don't know, but my venue tried to tell me we had 12 extra people at our rehearsal dinner.  It was a BBQ buffet.  How the F could they count?  I'd like to know the answer to this too.

ricksang

Usually, you tell the caterer how many people will be at the wedding. They go by that count and you pay the price for that number of people ahead of time. If some people don't show because they are inconsiderate a$$holes, you still pay that price.

danieliza1127

Your vendors are going to go by the final head count you give them the week or two before the wedding.  If people don't show, you're out a little money.  As far as how you know, does it really matter?  You might notice, "hey I didn't see so-and-so" but you might not notice at all until after the fact.

MissSarah786

They usually make more food than what you RSVP'd for because it's stations. If it was plated they would make exactly what you said.

crfische

OORRR you can have a bouncer stand at the door and check off the guests as they come in. Then, at the precise time the reception is scheduled to start, you lock the door, go tell the caterer what's up, and all is well.

amandasw

My caterer said they do know and can tell.  I think for the most part they only care if it's A LOT more people, in which case they would charge me (they have you sign the thing saying if it's over X% you pay X more etc).

betrothed123

I know who didn't show because we had a very small guest list of only family and very close friends.  If someone didn't show, it was quite obvious.As for the caterer, they charge based on the count you give them, but they may count the number of plates used in order to know how many actually attended.

tlv204

diggity-- some places charge by the plate instead of per person so it's a more accurate amount of food, but if people get seconds they might count as more "people" if that makes sense.  Ask if this is how they count.

wadingmoose

They go by # of plates they serve dinner for in the case of a plated meal.  For my venue, if a different number of people attend than I told them would, I pay the higher amount.I'm not sure how they'd do this for a buffet, however, my venue also provides the catering and I'm sure they'll be able to do a quick "empty chair" count at the dinner since they set up the chairs and all.

jeannigirl

Believe me they know how many people are eating and they will know if you go over the number that you gave them for a final count. 

jennylynnhankins

Wow, Jeanni, ominous. I think we'll go with Fische's plan. FI just did final count and payment, we figure we'll probably lose a few, but are just glad to have it done. We were just wondering if they would have someone counting or anything like that. Not too worried.