This may be a dumb question - head count

Invites go out at 6-8 weeks with a final headcount due at 2-3 weeks before the wedding. They don’t need that information before 8 weeks because they know the standard timeline. They want an accurate count so they can prepare the proper amount of food and have the correct number of seats.


People who show up without sending in an rsvp are often escorted out the door unless there is a setup where the couple doesn’t mind if extras show up. That is rare. If anything, ask the caterer for their explanation.

Typically you don't book for a specific number of people. You normally just book a day and time then give a final head count x number of weeks beforehand.

View Quoted Comment I should clarify that THIS venue is asking for the final head count 8 weeks in advance. and they offered packages of different prices according to the number of people. so whether or not 100 people show up im still going to be paying for the 100 guest package and all the vendors are still going to prepare to expect at least 100 people. and then if for some reason any extras show up then I will be charged extra per person.

You could ask them to prepare food for 100 I guess. Venues don’t usually like to do that for food waste reasons.
They do this as a business and have a process that thy’ve worked out, but they also want you to be pleased with the service, so may be flexible.

View Quoted Comment That is a huge red flag all around. Hopefully you can work through it and get everything resolved. Be prepared for several to not show because no employers guarantee time off before 4 weeks and people in general can’t predict their availability that far ahead.

This sounds like a specific situation because this is not typical and I'm very confused. At all of the venues we looked at, including the one we decided on, we didn't book it for 200 guests. We told them an estimate of how many would come (160) but they know and we know that the number will probably change. Invites don't normally get sent until about 8 weeks before the wedding date so that is extremely early for your caterer to need a headcount by. Most are 1-2 weeks, ours even accepts changes 2 days before. And most venues/caterers charge per person, not a group rate. So ours is $74/person, therefore the number of guests would change how much we pay.

Regardless, they'll need to know how many so they don't have way too much food. But unless they have a minimum number of people they require (some places do) then you should not be paying for 100 people.

There’s basically 2 ways a venue will work for intital payments with regard to guest count: either they’re working with a Minimum , or, an Estimate. If it’s a minimum, it means you’re guaranteeing at least that number of people. You could go on to invite 120 in that scenario, and your head count would be however many people over 100 said yes. If 108 said yes, rhe venue would plan for the extras and charge for them as well. If only 92 said yes, while you would still have to pay for the additional 8, they venue would use the headcount and NOT set up the 8 extra seats. A lot of this is aesthetic, so you don’t end up with something like a table of only 2 guests, etc, or a lot of empty place settings looking like people missed the event. People not rsvping and still showing up is actually quite rare (as long as you follow up with anyone who you don’t hear back from by your rsvp deadline !). Some no shows may be inevitable , but to me that makes it extra important to not already have extra place settings so even more empty seats.


The OTHER way venues may function is estimates— this is how mine worked. I planned for 150 people. All of my payments were based on this estimate. For us, this was the max we accommodated so it was the number we invited. Our headcount was ultimately only 125. When we gave that number to the venue, they in fact recalculated our invoice, and we owed less for our final payment (very fun for us! Lol)
Most all inclusives will function the first way, as that’s how they make their money! The minimum guarantees payment. Still many people will invite more than their minimum, to ensure they’re getting their money’s worth! But this may also mean the guestcount for someone’s 100 person wedding ends up at 105, and they have to pay additionally for the extra 5 seats. In some venues cases, going over the number can cost more (ex the first 100 were $100 per person, and anyone over is $125 per person) which is another reason an accurate headcount is important

View Quoted Comment

This seems very odd to me. I have never heard of a venue needing a head count 8 weeks in advance. And with you having to guarantee 100 people then tell them 100 at the 8 week mark, but then i would also tell them your correct count 2 weeks in advance so they only make that many meals.

Eight weeks out seems like a lot.

A lot of venues might have a 100x guest minimum, but that doesn't necessary mean that you have to have a 100x guests. Some venues might be willing to add some features to ensure that cost equals 100x guests.

So say, that each guest cost is $100, and you have 100x guest minimum what you really have is a $10k cost minimum. If say only 70 ppl rsvp yes, then you have $3000 extra. Some venues might allow you to reallocate $3k to other areas (i.e. candy bar, extra apps, carving station, top shelf alcohol).

My only guess in this situation is to know how much food to prepare, how many seats to set up for the ceremony, and how many tables to set up for the reception - though 8 weeks seems waaaaayyy early. TBH i would ask them why they need it so early and come back to us cause I'm curious now!