Sometime in 2009, I was the emcee for a party for two well-known Hawaii professional associations. This was the first time both groups had put together a joint production, and so it was quite important that it went off without a hitch. The audience was composed of association members and their guests. They had a live band for the musical entertainment, some incredible uplighting by a member audiovisual company, and an original menu created specifically for this party. It was to be a big event with big expectations.
There was also a somewhat big problem.
The associations had underestimated its guest counts, and many guests simply showed up at the door for the event.
Why was this a problem?
There was not enough space. The catering sales manager of the venue had placed the party in a room that held a maximum of 80 guests, since the estimated pre-count was 75. But when a total of 98 guests showed up, and when you add in the live band, lighting, audiovisual, and decor, it was a VERY tight (and slightly uncomfortable) fit indeed.
There was not enough food. The kitchen had a family-style buffet for 75 guests. But when 98 guests showed up, some guests were left without meals for the night.
The guests could not hear. The sound system in the ballroom is quite capable for a party of 75 guests, and maybe slightly more. But when more than the expected number of guests arrived, and they’re all talking loudly to each other to be heard, the sound system was woefully inadequate. It was very difficult for the guest speakers and the Master of Ceremonies (me!) to get people’s attention without yelling.
The formal program ran a little long. With a good microphone and an adequately tuned sound system, it takes me five seconds to get people’s attention and about 10 seconds more to get them to focus on what’s happening. But the sound system and my voice alone (even with the voice training I have) could not compete against 98 very social individuals, and it took almost 30 seconds to get people’s attention and focus. Multiply that by the number of times that I needed to get the audience’s attention (before dinner, before each speaker, before each activity), and it adds up to wasted valuable time.
In the end, the party was quite successful, and the leaders of both organizations were very happy with the results. But it could have been A LOT better.
Here’s the point of my story: Your head count MUST be as accurate as it can be. If you’re off by a few guests (plus or minus five, perhaps), it’s okay, but if you’re underestimating the numbers to save some money or because you feel some guests won’t come, then you may be heading for some trouble down the road, because your guests might end up in a room that’s much too small for them, and not have enough food, and not be able to hear you and what’s going on! A highly inaccurate head count affects not just your location, but your catering service, sound/AV provider, the timing of your event, and more.
Please make your head count as accurate as it can be!
And please be clear to your guests: if your guests don’t RSVP, they shouldn’t attend! The more accurate your head count is, the easier and more stress-free you make it for your wedding professionals, your guests, and YOU!
Image courtesy L’Amour Photography
1 comment
Dianna K. Shitanishi, CPCE, CMP says:
April 13, 2010 at 11:12 PM (UTC -10 )
Great post Marino.
Many underestimate because they think the venue can just pull out another table and will prepare more food than needed, but truth is that due to rising costs, kitchens are ordering and preparing the food based on your counts and not making extras like in years past.
If is even more critical at off premise venues as if you didn’t order it in advance, you will not have a chair or a set of silverware for your guests.