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Wicked Smoke BBQ 01-10-2020 02:13 PM

Guest Counts
 
How do you handle guest counts. We get alot of inquiries and the numbers are usually higher then when the RSVP's come back. They say 150 people and then only 125 RSVP back. Do you wait to send the contract until after the RSVP to see the final count? I've already sent a qoute for the 150 people and told them they have to have a final count 14 days out from the event.

ynotfehc 01-10-2020 08:47 PM

I give 10 days prior for final count. I bill what the final count is, regardless of how many show up, since that's what I prepared for.

HBMTN 01-12-2020 06:03 PM

We get a contract based on their expected guest count. Depending on the event, we may have a clause that says if the count drops below x the price will be higher. We get the final guest counts for weddings 14 days and other events 10 days prior to the event. We then invoice for the balance due at that time.

BigDaveBBQ 01-13-2020 04:35 PM

Quote:

Originally Posted by HBMTN (Post 4261661)
We get a contract based on their expected guest count. Depending on the event, we may have a clause that says if the count drops below x the price will be higher. We get the final guest counts for weddings 14 days and other events 10 days prior to the event. We then invoice for the balance due at that time.

How did you create your templates for quotes and invoices?

Did you do it on your own in excel or word? or did you buy one offline?

HBMTN 01-14-2020 09:07 PM

We'll work up a proposal/estimate for pricing with a breadown of labor, food, abc, rentals, etc and send to the client. Once they've reviewed and would like to book a date, we'll request all their info and event details and list on a catering agreement for them to review, sign and return with a deposit to lock a date in. It's all drawn up on word and has been a 10 year evolving contract.

ynotfehc 01-15-2020 05:36 AM

If you use an accounting software, Xero or Quuckbooks, they will have templates for quotes/invoices, but Word/Excel has templates too. I got a contract off a trial subscription to Rocket Lawyer.


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