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Dedicated September 2023 Derbyshire

Numbers numbers

Lizzie, 9 May, 2022 at 21:20 Posted on Planning 0 3

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I could ask the venue, but I just want some advice and possibly reassurance first...

We've signed the contract for the venue, but we were using estimated numbers and the numbers we are now looking at are quite a bit lower. We've got plenty of names on the list, but I know quite a few won't make it. My question is: is this going to affect things? Obviously we will confirm exact numbers a month or so beforehand, but if they are drastically lower than what we said (guessed) will the venue have an issue? There is a clause in the contract about 20% +/- numbers but I'm not sure when that kicks in...

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Latest activity by Aslex, 3 January, 2026 at 13:17

Savvy June 2022 Greater Manchester
snowshine123 · 9 May, 2022 at 21:47
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Hi, I would just get in touch with the venue and ask what happens if you are unable to meet the minimum numbers that you are contracted for. I would have thought they it was in the contract or verbally explained by the venue. I deliberately gave lower numbers for the contract and then we would pay any extra on top when our final payment was due. This was also because I wasn't sure what Covid would be like at the time. This was agreed with my venue. They were also good enough to move our final payment date, so that it ties in with our final detail appointment with our confirmed numbers.
It may be that you would have to pay for the numbers that are in your contract to cover their costs, but just have a chat with the venue and see what they say. Good luck!
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Expert July 2023 Cornwall
Anonbride · 10 May, 2022 at 11:18
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To add to the comment above, you also might be able to negotiate with them that instead of wasted plates of food the cost that would have gone towards them could go behind the bar or something? That way the venue still gets the money they were expecting from you but you get to put it towards something you'll actually use.
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Beginner November 2026 Pakistan
Aslex · 3 January, 2026 at 13:17
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It’s very common for early guest number estimates to change, and venues generally expect this, especially since final numbers are usually only binding once you submit them at the agreed deadline (often 3–4 weeks before the event), so a lower turnout than your initial guess typically isn’t an issue unless it drops below the minimum numbers specified in your contract; the 20% +/- clause usually applies to the final confirmed numbers rather than early estimates, meaning the venue mainly cares about what you formally confirm, not what you initially guessed, and thinking of it like using a suunnikkaan pinta-ala laskuri can help—early rough inputs give you an idea, but only the final measured values really count, so as long as you stay within contractual limits and communicate clearly, the venue is unlikely to have a problem, and if in doubt, a quick clarification with them will give you peace of mind, just like double-checking results in a suunnikkaan pinta-ala laskuri before trusting the final answer.
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