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When reviewing your wedding catering contract you will see the obvious pieces of information such as the food and beverage package that you have selected, or the per person cost as well as the number of guests that you are expecting. What some contracts will include, but others will merely imply is the guaranteed minimum that you promise to pay no matter how many guests show up. This is called the food and beverage minimum. This is by far the most important piece of information that you are agreeing to.

Let me explain how brides can get themselves in a sticky situation. Usually the wedding venue is the first contract signed. Even if you already have a guest list put together, you still technically have no idea of how many people will be able to attend. I know from experience that when I ask brides how many guests they are expecting, they typically tell me how many guests they are inviting.

Expected Number of Guests ≠ Number of Invited Guests

There are many factors that effect the percentage of guests who are able to attend such as time of year and travel. Anyway, here is the pickle that so many brides get themselves in.

Venue (while putting together the contract): So, how many guests are you expecting?

Bride: About 100. (Her invited guest count.)

Venue: OK, so you have chosen the Platinum Package for $100 per person and you are expecting 100 guests. (Venue contact estimates that you are guaranteeing to spend $10,000 minimum.)

Bride signs on the dotted line.

Then fast forward to about 2 weeks before the wedding day and the bride has collected all of her RSVPs and she has 85 guests (at $100 per person). Well, she has guaranteed to pay the venue at least $10,000. She has two options:

1. Invite guests that may not have made the list: recent friends, work colleagues, plus ones, etc.

2. Discuss with the venue possible upgrades to your package: upgraded alcohol, a better cut of steak, an extra station at cocktail hour, etc.

You can easily avoid this situation by being aware of the minimum and making sure that it is a number that you are comfortable with. Also, make sure that you factor in a small number of invited guests not being able to make it. Consider the expression “under promise and over deliver.” Now, I say this with a word of caution to ensure that you are not underplaying your guest count so much that you are being placed in room that just fits your count and could be a tight fit with more guests.

This little piece of advice is missed by so many brides, so as long as you are aware of your food and beverage minimum you will be in a position to properly plan your guest count.

Happy Planning!!

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Source by Caitlin Boshnack