Vendors included in headcount??

Knottie64677754 · July 2015

We're less than 3 months away from our wedding and it just occurred to me today that we probably should be including our DJ, photographers and videographers in headcount total for the venue, caterer and cake. Is this correct? I thought I read this somewhere but at this point in this process I may be making it up! Our DJ will only be at the reception but the photographers and videographers will be with us most of the day and evening. Also I should mention our dinner is a buffet. Thanks!!

WinstonsGirl · July 2015

Knottie64677754 said:

We're less than 3 months away from our wedding and it just occurred to me today that we probably should be including our DJ, photographers and videographers in headcount total for the venue, caterer and cake. Is this correct? I thought I read this somewhere but at this point in this process I may be making it up! Our DJ will only be at the reception but the photographers and videographers will be with us most of the day and evening. Also I should mention our dinner is a buffet. Thanks!!

Yes. They need a chair/table to eat at and their number included to your venue/caterer so they have enough food. They also add to your total count for fire code cos even though they're working, they're still people.

[Deleted User] · July 2015

Especially the photographer and video person. Since they will be with you all day, they won't have a chance to eat unless you feed them at the reception. Check with your DJ, some expect, others don't. But for those you feed, make sure to give them a spot at a table to sit down & eat.

Jen4948 · July 2015

Yes, they need to be included in head counts to make sure you don't go over capacity and do have food for them.

AddieCake · July 2015

Yes.

kvruns · July 2015

When we gave the venue for final headcount they said not to include vendors because they wouldn't charge us for them (seats, tables et) but they had space for them of course they just don't have it included in the per person charge so it is worth asking. Our catering was separate from the venue and of course we added them to that

santiago2615 · July 2015

Do vendors need to mailed STD or invitations?

Maggie0829 · July 2015

santiago2615 said:

Do vendors need to mailed STD or invitations?

No. These people are hired vendors, not guests at your wedding. They should already have the date and times for the wedding when you talk to them and sign the contract.

santiago2615 · July 2015

Thank you @maggie0829. That is what I thought but FMIL seems to think otherwise.....

arrrghmatey · July 2015

And don't forget to include you and your FI in the head count as well (I'm guilty of almost forgetting this).

lyndausvi · July 2015

Ask your venue and/or caterer on their policy.

All venues need to know the count for fire code reasons. A person is a person regardless if they are a vendor or a guest.

When it comes to food, that is not always the case. Some do not count vendors if there is a buffet as they normally add extra anyway. Others do. Some have separate meals for the vendors. So you would give the could for the guests and separate for the vendors. On that same note, some give discounts of the same meal, so they need counts separate for billing reasons.

That goes for kids, even if they are a baby. Caterers might not need to know a baby is coming, but the venue needs to know for fire code reasons. Fire codes do not distinguish between infants and adults. 100 people is 100 people regardless of age or their function.

ETA - for example we said

Adult guests - 140

Kids - 7

vendors - 3 (which ended up being 5)

So that means we had 150 people there. We got charged one price for 140 of them, another for the 7 kids. Since we had last minute cancellations (we told them 2 days out) they choose not to charge us for the vendor meals. Otherwise we would have been charged.

Some venues/caterers needs a break down of under-21's too if there is an open bar.

MnHGirl · July 2015

Our Photographer did not have anything in the contract for the food so I asked him what he normally does. He said that him and his 2nd photographer usually eat something in the car from the ceremony to the reception site since he didn't feel like he should be asking for food (he has a long standing record of great work in our area for many years so it isnt like he is new at this).

We had already planned on feeding them so they will be eating one of the options and will be served right after the bridal party so that he has time to eat and then be ready for pictures. Our DJ also did not have anything for food- he was happy we asked and will be eating a plate as well.

I didnt feel that it was right giving them a "lesser" meal or a vendor meal.

SP29 · July 2015

Double check your contracts- some vendors will state that they require a meal.

But yes, if a vendor is present for the reception, or will be working a major portion of the event, you should feed them. So for example, cake baker is just dropping off the cake, no need for them to come to the reception. DJ is there all night, should get a meal. Photographers taking photos at the reception, should get a meal.

Vendors do not require invitations- they are there to work, not as guests. But if there is a meal choice, I would ask your vendors what they prefer. I would also ask them where/how they would like to sit.

Our DJ ate his meal at his DJ table so he could continue playing music. We gave our two photographers seats to sit in at one of the guest tables, with place cards. They ate their courses and then got up to take photos in between.

The one exception is your officiant. If they are a hired vendor (you googled them), then it is not required that you then invite them to the reception. However, if the officiant is from your church or family friend, it is a nice gesture to invite them to the reception- in which case they would receive an invitation, as they are no longer there as a vendor, but a guest.

We invited our officiant and his wife, as he is a friend of my grandparents. He declined to attend the reception, but did attend the rehearsal dinner.

Next ask your venue how they deal with vendors. We had a plated meal, and the price included the bar. Our venue asked for number of adults, number of minors (3-18) which was cheaper because they would not be partaking in the bar, number of children under 3 as they were free, and number of vendors which was the same price as minors because vendors would not be drinking while working. (Our officiant and wife would have been included under adults, since he was no longer a vendor and could partake in the evening as he wished).

Our vendors got the same meal choices as every other guest. For us, besides the DJ, they did count towards seating as there was no "special" room for them to eat, though I don't know why you'd want that, as our photographers continued to take photos through dinner. They also count towards fire code.

Knottie64677754 · July 2015

Thank you so much everyone! I'm glad I asked!! Of course I didn't count me and my fiance either... Looks like we have 7 more to add to all of the headcounts...eek!!

Vendors included in headcount??

Re: Vendors included in headcount??

Choose Another Board

Search Boards