Booking A Function Question

[Prototype]

So I planned a party for our graduating class's 10 year anniversary. Here's the question I have. We were billed for 80, due to the early indication of people showing up. By my count, only about 65 people showed up for the dinner.

Now the place I'm working with has been great in dealing with, but I wanted to know if anyone had encountered this, and if they'd been able to get any sort of credit, discount, etc, based on the food used.

I understand that they have to prepare enough for 80 people, based on the numbers given, but if we're paying for 80 people worth of food, and only 65 people eat, shouldn't there be 15 people's worth of food that's paid for? Where does that go?

Any info would be awesome here guys.

[Fobulous]

Originally Posted by Prototype

So I planned a party for our graduating class's 10 year anniversary. Here's the question I have. We were billed for 80, due to the early indication of people showing up. By my count, only about 65 people showed up for the dinner.

Now the place I'm working with has been great in dealing with, but I wanted to know if anyone had encountered this, and if they'd been able to get any sort of credit, discount, etc, based on the food used.

I understand that they have to prepare enough for 80 people, based on the numbers given, but if we're paying for 80 people worth of food, and only 65 people eat, shouldn't there be 15 people's worth of food that's paid for? Where does that go?

Any info would be awesome here guys.

I have some experience in booking functions at various venues and from the dealings I have had... you don't really get a discount if enough food was made for the number of people you requested. In the event there was a shortage of food, then you would definitely be in titled for a discount.

One thing that you should always note is that venues generally will cater for a few more people then you have requested. If you think 80 people are going to show then you should tell them you will have 75. Most places generally make a little more food just in case.

[redforever]

In most cases, if you knew you were going to be short 15 people or whatever, the food that is left over is yours to do as you deem fit.

You wont get a monetary refund or credit as the food, once cooked and prepared, is of no value to them.

Irregardless, you will pay for 80. If you told the caterer well in advance there would be significantly less than first anticipated, they would have enough time to prepare for less, in other words, neither buy nor cook as much food as you originally had counted on.

The way you get around this is not in dealings with the caterer. You charge the attendees up front for the costs of the facility and the food. Then if they choose not to attend, they are the ones who lose their investment.

[Prototype]

Originally Posted by redforever

The way you get around this is not in dealings with the caterer. You charge the attendees up front for the costs of the facility and the food. Then if they choose not to attend, they are the ones who lose their investment.

Yeah, I thought I gave people enough time to RSVP, and the indication was that we would be closer to the 80 than 65 when talking to people. But 2/3s of the tickets sold were done at the door, so I didn't have an indication to the money until today.

And I would have this all squared away with the venue (who handled the catering as well), but my contact is on holidays until Wednesday.