These methods will not only help you be more accurate, but it also requires way less work on your end to organize, as the tools will do it for you! When planning an event, whatever you can “outsource” to technology, do it!įirst, set up a shareable online form, such as a Google Form, to track guest information. If most of your guests are young and tech-savvy, you can use web tools and social media to create your guest estimate. It’s inevitable, and typically you can guess which family and friends you may have to track down, so just keep those names in the back of your head so you’re ready!ĭon’t forget to ask who is eating what for ease of service! 2.
It’s a good idea to set the RSVP date soon after you send the cards-within a few weeks so guests don’t forget! We know there are always a few stragglers, so keep in mind you may have to make a few phone calls to get to that final count. And if you’re having a plated dinner, leave space to ask who wants which meal. Be explicit with this, and make sure it’s obvious when you need that pretty little card back by. On the RSVP cards, inform guests who to contact and by what date. This gives out-of-town guests enough time to plan their trip. Send out the invitations and RSVP cards six to eight weeks before the event. The traditional way to get an early guest estimate is to send RSVP cards along with the event invitations. We’re going to share them with you so you can take out the guesswork and have the most accurate count possible, without the headache. Luckily, McHale’s Events & Catering has over 50 years of event and catering experience, so we have a few tricks up our sleeve when it comes to executing the tough task of event guest count. Even worse, though-if you estimate too few guests, your guests may leave a little hungry with fewer appetizers in their bellies. Think about it this way-if you estimate too many people, you’ll lose out on money you could spend on other aspects of your event. No matter what type of event you’re planning, guest count is hugely important for your caterer, your venue and general planning. Oh, guest count! This seemingly simple task is sometimes a tricky assignment, whether you’re planning a wedding reception or a corporate event.
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