Guest numbers are very important when planning your function. Your choice of venue may depend on the number of guests attending and the space required. When organizing your function catering do consider the number of guests you are happy to cater for.
Catering is generally booked on a certain number of guests. This will generally apply for all bookings, with the price depending on the total number of guests. If you are having a small function a surcharge may be applied, with the total amount quoted before any booking is secured. With larger functions the price per person may be reduced or additional items provided on the menu to accommodate for guest numbers.
You may not have accurate numbers when booking a caterer, especially if RSVP's are required close to your function date. It is important to check any minimum numbers, especially if your function is on a Saturday night. Saturday's are the busiest time for functions and weddings and may have a minimum charge. While many caterers are happy to work with you, it is difficult to cancel orders last minute with suppliers. Keep this in mind with last minute cancellations, as while some guests do cancel other guests may not RSVP.
It seems to be industry averages when working on guest lists for weddings, that as many as 10-15% may not be able to attend due to distance, work or family commitments. Speak with your caterer and ask about minimum guest numbers, when final guest numbers are required and if guest numbers are down if you are able to keep remaining food. While this may not be suitable for all menus, buffets generally will have food remaining. Work with the number of guests you are happy to cater for, and book a caterer to suit your menu and location. They will work with you to provide excellent food and service, no matter the number of guests in attendance.
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