We’re finally ready to put a deposit down on our venue 😁 just wondering, if we have an estimate for 50 people, but it turns out only 45 RSVP to come, are we still on the hook for 50 meals? I understand if people back out last minute we’d be expected to pay for their meals, but are we committing to paying for 50 plates when we sign?
Your contract with the venue hasn't stated the minimum count, yet told you without notice and that seems off. No information should be hidden and told upfront which they neglectfully did with you. The venue will hold you responsible for the remaining head count if filled to their requirements. Its best to call and ask about this information to be clarified and why it isn't stated on the contract.
When signing our contracts and reading the package for the venue back in 2016, the min. count was 75 and the max was 125 for Friday and Sundays. Saturdays count was min. of 100.
What's more common than a minimum headcount is a minimum spend, so I would ask about that. For example, with our venue there is a minimum spend and they can care less if our event has 10 vs 300 people as long as we hit that minimum (this is pre-covid). But once we give the final numbers 2 weeks out, we're committed to those numbers and they'll charge us even if there's a no show or if we ace an order the night before.
I would talk to your venue to make sure about that question. They might have a min head count and you would have to pay if you don't come up to that amount and if they don't, then you don't need to worry. Only you give them a final count the 2 weeks before hand and on your wedding date some people don't show up then you'd have to pay for the number of guests you put down.
With our venue we had booked before (we’ve cancelled due to Covid), as well as my bridal shower venue - we were on the hook for the minimum amount of people we contracted for.
Our wedding had a minimum of 200 people - if only 150 showed we still would have to pay for the other 50. As others have said though, check your contract and see if you have a minimum.
It depends on what's in your contract. Ask your venue if you're unclear about it and they should be able to tell you. They may have a minimum head count/minimum spend but it should be listed in the contract if that's the case.
I would clarify with your vendor. When I booked our caterer we got a quote for 30- our final numbers are due 2 weeks prior and we owe that amount.