How to Get an Accurate Head Count for Catering

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Event planning is full of 2 things: hard work and fun. Without a doubt, one of the most stressful things any event planner experiences is dealing with RSVPs. From figuring out how to word them to enforcing them, the whole thing can be really tricky. Despite how stressful RSVPs can be, they are imperative for proper planning. Almost every single one of the vendors will need to know how many people will be in attendance, and out of all of these, no one needs that information more than the caterer. Here are some quick tips on how to use RSVPs to get an accurate headcount for the caterer.

Always Be Direct

When writing an RSVP, be direct. After going through all the trouble and expense of planning an event, there is nothing wrong with asking guests to reply by a certain date. As long as the request is polite, no one should have a problem with it. In order to increase the chances of a reply, include an RSVP card and a self-addressed, stamped envelope. The less work people have to do, the more likely they are to do it.

Don't Hesitate to Call

In almost all cases, no amount of work and preparation will ensure that everyone actually sends in their RSVP. When this happens, call. In most cases, it is best to give the guest as much time as possible before requesting their RSVP by phone, but be sure to do it before the caterer needs the head count.

Include Event Staff

By sending out invitations and then calling people, getting a head count for the caterer should be pretty easy. Just remember to include the people other than guests who will also need to be fed. The last thing you need is a bunch of hungry, grumpy staff members!

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