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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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Old 01-10-2020, 02:13 PM   #1
Wicked Smoke BBQ
Full Fledged Farker
 
Join Date: 08-27-13
Location: Canton, NC
Default 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.
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Old 01-10-2020, 08:47 PM   #2
ynotfehc
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Join Date: 07-03-13
Location: St Paul, MN
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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.
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Old 01-12-2020, 06:03 PM   #3
HBMTN
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Join Date: 10-16-08
Location: Virginia
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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.
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Old 01-13-2020, 04:35 PM   #4
BigDaveBBQ
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Join Date: 06-25-19
Location: Northern California
Name/Nickname : Dave
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Quote:
Originally Posted by HBMTN View Post
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?
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Old 01-14-2020, 09:07 PM   #5
HBMTN
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Join Date: 10-16-08
Location: Virginia
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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.
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Old 01-15-2020, 05:36 AM   #6
ynotfehc
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Join Date: 07-03-13
Location: St Paul, MN
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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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