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Catering, Vending and Cooking For The Masses. this forum is OnTopic. A resource to help with catering, vending and just cooking for large parties. Topics to include Getting Started, Ethics, Marketing, Catering resources, Formulas and recipes for cooking for large groups.


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Unread 03-25-2010, 10:55 PM   #1
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Default Confirmed guest counts...

Just thinking ahead and curious about confirmed guest counts. Say you book a gig and were paid for 75 guests, but at the event there are 100 guests. What is the apropriate way to handle the situation? Do you confront the client on the spot or wait til after? How would you prove there was an additional 25 guests if the client was trying to stiff you? How many guests over the confirmed count before you even bring it up? Have you ever had this happen to you?
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Unread 03-25-2010, 11:05 PM   #2
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Originally Posted by HogBack Mtn Comp BBQ Team View Post
Just thinking ahead and curious about confirmed guest counts. Say you book a gig and were paid for 75 guests, but at the event there are 100 guests. What is the apropriate way to handle the situation? Do you confront the client on the spot or wait til after? How would you prove there was an additional 25 guests if the client was trying to stiff you? How many guests over the confirmed count before you even bring it up? Have you ever had this happen to you?
It's in our contract - Charge is for guaranteed guests, and any over that is charged at a premium. I also remind the host prior to service that we are set for 75, and ask them of they think there might be any extra guests (We always preparefor 10% - 15% more). If the guarantee is 75, I put out 75 plates, and if we run out, I count the extras, and count heads as well once everyone has been seated. Never had an issue with charges for extra guests.
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Unread 03-26-2010, 01:22 AM   #3
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Has not happend to me yet, but as Chris said it's in our contract as well
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Unread 03-26-2010, 08:20 AM   #4
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Originally Posted by C Rocke View Post
It's in our contract - Charge is for guaranteed guests, and any over that is charged at a premium. I also remind the host prior to service that we are set for 75, and ask them of they think there might be any extra guests (We always preparefor 10% - 15% more). If the guarantee is 75, I put out 75 plates, and if we run out, I count the extras, and count heads as well once everyone has been seated. Never had an issue with charges for extra guests.
Ditto.
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Unread 03-26-2010, 07:28 PM   #5
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Yes I have it in my contract too. But this being my first year I guess what I am asking is that if it were to happen how would you handle it? Would you confront the client on the spot? Wait til after the event or what? How would you prove you served more than the guest count if say the client were to say "well I did not tell them to come so I am not paying for them" or something like that. How would be the proper way to handle it?
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Unread 03-26-2010, 08:14 PM   #6
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Like the man said, put out the correct number of plates and speak to the hostess about what she thinks about extra guests coming. Don't wait until the event is over, be up front and save a lot of hard feelings later. If hostess is concerned about uninvited guests have some tickets available she can hand out to the invited guests or if they have an invitation they can show that. Make sure you communicate with the hostess!!!
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Unread 03-26-2010, 08:26 PM   #7
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Quote:
Originally Posted by HogBack Mtn Comp BBQ Team View Post
Yes I have it in my contract too. But this being my first year I guess what I am asking is that if it were to happen how would you handle it? Would you confront the client on the spot? Wait til after the event or what? How would you prove you served more than the guest count if say the client were to say "well I did not tell them to come so I am not paying for them" or something like that. How would be the proper way to handle it?

It's one of the biggest fears people have - Talking about money.

How to handle it? When you arrive to set up, Talk to the hosts and remind them you have planned for their guaranteed number of guests, and you will have enough plates and utensils for that number. Remind them that any number over that is charged at $XX.xx per person per their contract, and ask them if they expect more than their guaranteed number. Let them kow you can accomodate the extra guests (if they show), and that you will have a head count on extra guests before you clean up, so that they can make payment by the time you leave so they can enjoy the rest of the evening with their guests.

I never worry about 5 or 6 extras, but when we see 10 or 15, the host incurs a charge.
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