Minimum not met.

Knottie56374471 · January 2015

Still waiting on 18 people to RSVP (they are very late now).
We are still short on our minimum. It seems the missing RSVP's are mostly going to be declines.

We didn't do a B list...wondering if there is any way to invite a few more people to meet our minimum?
We've had so many people decline to bring their kids or a +1...so now our list is quite a bit shorter than we anticipated. Hmm.

aurianna · January 2015

If there were any single guests you invited without a +1 feel free to tell them they can bring someone if they want.
If your vendors were only getting cut back vendor meals, you could let them eat the fuller, fancy meal.

But I'd talk to your reception location and see if you can get an extra appetizer / upgrade an entree / get a poured champagne toast / late night snacks like pizza / any other way you can use the left over minimum money for something extra to make up for the lack of meals.

ETA:
Worst case, see if they can make the extra meals to-go and donate them to a very near by shelter/soup kitchen if that's an option. You could recoup a tiny bit of it on your taxes as a charitable contribution + you'd do something very good. This might be unrealistic though depending on the situation.

lovegood90 · January 2015

You can't B-list, but what you CAN do is give single guests the option of a +1 or kids. You could also upgrade your bar package, food, etc to meet the minimum.

Knottie56374471 · January 2015

Sorry, to clarify its a minimum headcount, not $$ amount.

All singles were already offered a +1.

Vendors get the full meal, and all alcohol is included.

We did upgrade to include a hot chocolate bar, maybe they'll cut us some slack since we did an upgrade. Not sure. I will ask when we meet with them again.

Thanks!

aurianna · January 2015

Minimum headcount has always confused me.
If they have to prepare less meals and serve less people, but are getting paid the same amount because the food might be a higher quality, I do not understand why it matters.

Maggie0829 · January 2015

Knottie56374471 said:

Sorry, to clarify its a minimum headcount, not $$ amount.

All singles were already offered a +1.

Vendors get the full meal, and all alcohol is included.

We did upgrade to include a hot chocolate bar, maybe they'll cut us some slack since we did an upgrade. Not sure. I will ask when we meet with them again.

Thanks!

How exactly is your venue going to make sure that X number of people actually show? Are they going to go around and tap each person on the head while counting? I think you need to double check this with your venue, because if you are paying for, say, 100 people regardless, then what do they care if only 50 show up?

Knottie56374471 · January 2015

They don't care, that's exactly the point. We are paying for 125 people even if only 12 show up. Seems a very common way to do things in this area.

We had to guarantee 125. We were expecting 150. At the moment we are at 121 with 18 missing RSVPs.

aurianna · January 2015

At least you're only 4 off your minimum. Not a big deal in the grand scheme.
If you really hate spending money on nothing, I'd talk to them about upgrading something else anyway and see if they'll give you a discount on it to cover part of the missing 4 people. So you'd be spending a little more money overall, but at least it would be for something.

lyndausvi · January 2015

Maggie0829 said:

Knottie56374471 said:

Sorry, to clarify its a minimum headcount, not $$ amount.

All singles were already offered a +1.

Vendors get the full meal, and all alcohol is included.

We did upgrade to include a hot chocolate bar, maybe they'll cut us some slack since we did an upgrade. Not sure. I will ask when we meet with them again.

Thanks!

How exactly is your venue going to make sure that X number of people actually show? Are they going to go around and tap each person on the head while counting? I think you need to double check this with your venue, because if you are paying for, say, 100 people regardless, then what do they care if only 50 show up?

Actually we do count. Because some people will not add everyone thinking they can get away with paying less. And no we don't care if ess show, we get paid the guarantee or actually count which ever is higher.

OP- You are taking about 4 people here. I would just suck it up. I doubt there is much to upgrade for the price of 4 people. If it was more like 10 then there might be more money to work with.

Knottie56374471 · January 2015

I like the "to go" meals. Not sure if we'd be able to donate them (logistics), but we would certainly use them as recovery food for the day between the wedding and honeymoon!

They've been very flexible with us, I'm sure we will work something out.

And its more like 10 off, because kids are included in that 121.

NYCMercedes · January 2015

Minimum heads and minimum dollars are the same. It's just in how you express it. If they say minimum 100 heads and the price per head is $150, then it's the same as saying the minimum is $15,000.

If they say minimum 100 heads and you've chosen an $80 meal, then their minimum is $8,000.

I called my venue to say we were at 120 instead of their 150 minimum heads. They gave me the choice of (a) upgrading the experience with another station and dessert or (b) paying for 120 heads. They were very understanding.

Nevertheless, you're not that far off. It's only four dinners. Let it go.

Maggie0829 · January 2015

Knottie56374471 said:

They don't care, that's exactly the point. We are paying for 125 people even if only 12 show up. Seems a very common way to do things in this area.

We had to guarantee 125. We were expecting 150. At the moment we are at 121 with 18 missing RSVPs.

So I am confused. If they don't care if the head count is met then what is the issue? Just add another app that equals the cost it would have taken to feed those extra 4 people (if possible). Or just eat the cost of the 4 invisible people.

Knottie56374471 · January 2015

Its not just in how you express it, because the package is complete -- there is no $40 meal or $60 meal to choose from, everything is included. They won't give me MORE food because I'm missing people. I have to pay for 125 no matter what, and the food they provide will remain the same.

Maggie0829 · January 2015

Knottie56374471 said:

Its not just in how you express it, because the package is complete -- there is no $40 meal or $60 meal to choose from, everything is included. They won't give me MORE food because I'm missing people. I have to pay for 125 no matter what, and the food they provide will remain the same.

Okay then just eat the cost of the 4 missing people. I really don't understand your question though. If they don't care about the headcount, and you are paying for a package for 125 people but you only have 121 coming then what exactly is the problem?

Knottie56374471 · January 2015

I was looking for suggestions (which PP offered) to invite more +1's or kids, etc.
I'd rather not pay for uneaten meals. I'd rather fill those seats, but some people just can't be there.

Maggie0829 · January 2015

Knottie56374471 said:

I like the "to go" meals. Not sure if we'd be able to donate them (logistics), but we would certainly use them as recovery food for the day between the wedding and honeymoon!

They've been very flexible with us, I'm sure we will work something out.

And its more like 10 off, because kids are included in that 121.

But you still need to pay for those kids. And if the package is for 125 people and everything is included (meaning you can't add more of something or take something away) then I am confused by the kid thing as well.

Maggie0829 · January 2015

Knottie56374471 said:

I was looking for suggestions (which PP offered) to invite more +1's or kids, etc.
I'd rather not pay for uneaten meals. I'd rather fill those seats, but some people just can't be there.

But that is the chance you take when planning an event. It is only 4 spots. Sometimes you waste money when it comes to weddings because either you won't meet your minimum headcount or you will pay for people who RSVPd yes but then just no showed.

I think you need to let this go.

huskypuppy14 · January 2015

Knottie56374471 said:

I like the "to go" meals. Not sure if we'd be able to donate them (logistics), but we would certainly use them as recovery food for the day between the wedding and honeymoon!

They've been very flexible with us, I'm sure we will work something out.

And its more like 10 off, because kids are included in that 121.

Well what is it, people or money? Because last time I checked a child is still a person. So if they want 125 adult meals, and that equals 100 dollars per adult, then they want 12,500 dollars as minimum. If they want 125 people, than children count. I don't think they can have it both ways.

My venue had a minimum cost (16K before tip and tax), it didn't matter if we spent 16K on 10 people or 16K on 200 people. Though I agree with what someone said above, wouldn't they prefer to have the same amount of money and serve less people?

Also, 4 or even 10 people is not a big deal. Think of it as you knew you were going to have to spend X amount of dollars regardless of the amount of people. It's just the cost of having your wedding at that particular venue.

Don't B list, it's rude.

Butterflyz419 · January 2015

I have a question OP, have you called these 18 people and found out for sure they can't come? With 18 you might have a few yeses. Maybe they forgot to RSVP, it got lost in the mail, they told a relative they were coming and assumed you'd hear, etc. Perhaps you'll get lucky and there are 4 more yes answers you just didn't get yet so you won't be paying for nothing, which I agree would be annoying.

PrettyGirlLost · January 2015

Knottie56374471 said:

Still waiting on 18 people to RSVP (they are very late now).
We are still short on our minimum. It seems the missing RSVP's are mostly going to be declines.

We didn't do a B list...wondering if there is any way to invite a few more people to meet our minimum?
We've had so many people decline to bring their kids or a +1...so now our list is quite a bit shorter than we anticipated. Hmm.

No, don't B list people. Upgrade your appetizers or something to meet your minimum.

MandyMost · January 2015

If those 18 missing RSVPs really turn out to be No's, then you'll just have to eat the cost, and best case scenario they'll package the extra food for you to take.

Also, chances are you'll have a couple no-shows. It happens. You'll have to eat the cost of their meals, too.

wrigleyville · January 2015

Knottie56374471 said:

Still waiting on 18 people to RSVP (they are very late now).
We are still short on our minimum. It seems the missing RSVP's are mostly going to be declines.

We didn't do a B list...wondering if there is any way to invite a few more people to meet our minimum?
We've had so many people decline to bring their kids or a +1...so now our list is quite a bit shorter than we anticipated. Hmm.

Have you called those people? You really shouldn't count them as a "no" until you know for sure. My mother always forgets to RSVP, and then people are surprised when she shows up at the wedding.

Knottie56374471 · January 2015

<<<<--- never said I would B list. Specifically said we did NOT B list.

We have emails out to the non-responders. Phone calls will happen in a few days if we don't hear from them.

Nothing to really upgrade, its all included....oh well. The kids aren't counted by the venue because they're free.

crackktheskyy · January 2015

Knottie56374471 said:

<<<<--- never said I would B list. Specifically said we did NOT B list.

We have emails out to the non-responders. Phone calls will happen in a few days if we don't hear from them.

Nothing to really upgrade, its all included....oh well. The kids aren't counted by the venue because they're free.

This might be a non-issue. I would wait to hear back from the other guests.

My venue is an all inclusive with a minimum headcount, too, but if we don't hit that minimum we will still try to negotiate "extras". For example, we are already hosting a top-shelf open bar and we have signature cocktails so we cannot upgrade the liquor itself, but if we don't hit the minimum we might ask that they spend the time to make an additional dessert themed signature cocktail to butler to the floor while the cake is being cut because that is a service that they would not usually provide but we would be paying for empty seats so we would like something in return, YKWIM?

Do you have a champagne greeting as your guests enter? Even if you have an open bar, you can always ask that they butler signature cocktails or offer guests a glass of champagne when they arrive. This is a nice touch that also alleviates the initial rush to the bar.

Sometimes, venues also offer things like bathroom attendants at an additional charge or a warm towel service after dinner at an additional charge.

You can always try to negotiate service extras like that, you know?

If you don't want to do that and you have already offered all of your single guests a plus one, you might just have to deal with the 10 empty plates. There really aren't other options.

thisismynickname2 · January 2015

Knottie56374471 said:

I was looking for suggestions (which PP offered) to invite more +1's or kids, etc.
I'd rather not pay for uneaten meals. I'd rather fill those seats, but some people just can't be there.

I know it's frustrating, but it'll be ok. Don't stress. We didn't meet our minimum spend because not enough guests showed up. We added dessert and pizza. Not only were some of our family members boxing the pizza for personal consumption later, I was told later on that even the staff were snacking on the desserts. There was just far too much food and we had to use the money somehow. At least someone ate it and we had a fabulous wedding. It'll be ok. Just breathe.

syoun1nj · January 2015

OK, we had a minimum too. We were contracted for 100 and had to meet 80% of that. However we met 80% of the total - people or upgrade - was up to us.

We could have upgrade our bar, or added more apps for cocktail hour, or an entree to the buffet, and so on, if we didn't have at least 80 people. I imagine your venue is the same. They don't care how they get the money, just that they get it.

Extra clarity. I needed to spend at least $8000 of a $10000 minimum. If I only had 70 guests (7000), I could use that extra $1000 for food, booze, whatever. As long as they got $8000.

artbyallie · January 2015

Knottie56374471 said:

I was looking for suggestions (which PP offered) to invite more +1's or kids, etc.
I'd rather not pay for uneaten meals. I'd rather fill those seats, but some people just can't be there.

Some of your 'yes' RSVPs may not show in the end anyway. It's a minimum, which means you already signed a contract to pay for those. You're not actually losing anything here.

Viczaesar · January 2015

Knottie56374471 said:

Still waiting on 18 people to RSVP (they are very late now).
We are still short on our minimum. It seems the missing RSVP's are mostly going to be declines.

We didn't do a B list...wondering if there is any way to invite a few more people to meet our minimum?
We've had so many people decline to bring their kids or a +1...so now our list is quite a bit shorter than we anticipated. Hmm.

When is your wedding?

[Deleted User] · January 2015

Since it is only 4 guests, I would just write off the loss and move on. B-listing would be inappropriate.

We had 4+ guests that RSVP yes who were no shows the day of the wedding. It's a loss the same as being 4 short, the meals have to be paid for regardless.

Viczaesar · January 2015

Don't worry about the 4 people until you call each and every one of those 18 people whose RSVPs you're waiting on and find out whether they're coming or not. Then evaluate after you actually have final numbers. But really, 4 people is kind of ridiculous to worry about, and if it's so close to your wedding that the RSVPs are "very late now" then it's probably too late to contact your single guests and offer them the option of a +1.

twitterbird · January 2015

You're only off by 4 so I wouldn't sweat it too much. Have the extra meals packed up for people to take. We had 4 or 5 extra meals from last minute no shows that the caterers packed up for us. My mom took one, husband's grandmother took 2 and I told the decorator to take the other 2 with her when she came to get the decorations.

Also you did count yourself and almost husband in the count I assume.

Minimum not met.

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