What’s your Guarantee?
Knowing how to Plan your Headcount
When having a meeting, conference or special event knowing your guarantee is vital. You want to make sure the room is properly set up to accommodate your number of guests. More importantly you want to be certain that you have enough food to serve your guests.
Contrary to what people think, the venue will not make enough food for an additional 20 people “just in case.” Most venues will only overset 3%-5%. For example, if you have 100 people coming to your event, the venue will only prepare for 3- 5 additional people over what you guaranteed. Be sure to read your contract with the venue so that you will know and understand their policy as you never want to be known as hosting an event that ran out of food. Not only is this a bad look for your brand, but the odds of people coming to your next event would be greatly reduced – and word travels fast! Be sure to set your registration deadline out far enough to ensure an accurate count is given to your venue. If the venue needs the final guarantee two weeks before the event, set the deadline for registration 3-4 weeks prior to give yourself time for cancellations and additions because you WILL have them. Once you submit your guarantee, most venues will not let you decrease that number, however they will be happy to accommodate you adding more guests within a reasonable time.
When in doubt, it’s better to have more than enough than not enough.