Keeping a wedding on budget is difficult. Things cost more than a bride anticipated, last minute guests to add to the guest list, little things pop up that weren't planned for on the original budget, and not knowing for sure how many people will actually show up.
I am always promoting my 60% Rule to brides (see article in this blog) but I also encourage other wedding vendors to use this rule to help a bride stay in budget so she can afford the things she wants for her wedding.
I had a fellow cake artist share with me the story of a bride who had a $600 budget but she wanted a cake that was going to total $1000. The cake artist was telling me she wanted to help this bride but just couldn't drop her pricing by $400.
The solution is an easy one.
Turns out this bride had invited 300 guests and was figuring 250 would show up. With my 60% Rule (60% of those invited will actually show up), I figured she'd have about 180-200 guests at her reception.
First I told my cake friend, "She only has to come up with $400 to get the cake of her dreams. Assuming she's getting her dinner for only $20 a person, that means she has to trim her invite list by 20 people (20 people x $20/each = $400). We're now in an attainable number range. Somehow, it seems easier to rule out 20 guests than it does to come up with $400!
But ... back to saving this bride $1000.
I suggested to my cake artist friend that she should educate the bride on the 60% Rule and show her that she can reduce her expected head count by about 50 people. This will save her much more than the $400 she needs for the cake. Reducing expected headcount by 50 people means she will also save on the following:
7 fewer tables to rent (8 guests per table) at $7/table = $49 saved
50 fewer chairs to rent at $3/chair = $150 saved
50 fewer chair covers at $3 each plus 50 fewer sashes at $1 each = $200 saved
50 fewer dinners to buy at $25 each (assume $20 each plus the mandatory tip and service fee) = $1250 saved
50 fewer appetizers to buy at $12 each = $600 saved
50 fewer on the bar tab at $16 each = $800 saved
50 fewer favors to make/buy at $3 each = $150 saved
Total saved so far? $3199
And I saved it in about 3 minutes, without breaking a sweat. AND ..... the bride didn't have to compromise on any of her foods or selections.
I have said it over and over: Getting control of the expected headcount is THE Number One method to saving money and staying inside a wedding (or any event) budget. Vendors can also use this to help a bride see that she can afford the things she wants when she's not paying for the guests who will NOT show up. (Pssst! And RSVP's do NOT work. For 30 years I have ignored RSVP numbers and went with my 60% Rule. My 60% Rule was always more accurate!)
I can't tell you how many brides were thrilled when I showed them how they COULD afford the chocolate fountain once they got their headcount under control. The bride spent less than she anticipated, got more than she expected and I made a bigger sale.
This method is a win-win for everyone.
Showing posts with label RSVP. Show all posts
Showing posts with label RSVP. Show all posts
Tuesday, February 8, 2011
Wednesday, July 1, 2009
Debi's 60% Rule (or "Why RSVP's Don't Work")
How many people are coming to the wedding? How much food do I order? How much cake do I need?
These questions probably cause more stress on a bride than any part of the wedding planning process. And of course they do .... the reception is about 50% of a wedding budget and the food is a MAJOR expense of that budget.
Miscalculating the number of guests can cost a fortune. Suppose a bride plans for 250 guests and only 200 show up. Assuming a dinner cost of $25/person, cake at $4/person, appetizers at $12/person, and alcohol at $16/person, she's spent $57/person x 50 people = $2,850. I don't know about you, but almost $3000 is a lot of money to me that I'd rather spend on my honeymoon!
Over the 30 years I've been in this business, I've noticed a few things. And one thing I noticed is how much food I served, how many pieces of cake I cut, how many plates I washed. And a pattern has emerged.
Debi's 60% Rule says that approximately 60% of the total number of people invited will actually show up. There are exceptions, of course.
1) If the bride or groom is active military (this includes police and fire), there will be a higher show rate.
2) If the bride/groom are very involved in their church, there will be a higher show rate (because they have an extended church family).
3) The more people invited, the more accurate the 60% Rule.
I add 4 to 7% for each of these exceptions.
There are other factors that only the couple can determine. How do the families react to weddings? Does EVERYONE in your family have a really high show rate, or is it pretty average? Are there a number of family members out of state who may not make the trip to town for the wedding?
I'm asked frequently, "Why not just go by the RSVP's?" I'll tell you why. Because too many people are rude and inconsiderate and don't return them.
True Stories:
A mom called me a week before the wedding to increase the headcount by 9, bringing her total to 149. She has 149 confirmed RSVP's. I told her I was not going to change the invoice just for 9 people but we'd have plenty of food. Because I knew they were not going to have 149 guests at that reception.
When I did a headcount, they had 92 guests. Which means there were 57 people who said, "Yes. Yes, I will DEFINITELY be there!" and then they did not show up.
A co-worker shared with me her experience when she was the mother of the groom. She was calling all of the no-responses to see if they were coming or not and one of them was her very very best friend. When told the reason for the call, the friend gave a big exasperated huff and said, "Well you should have KNOWN that I would be there!" Friend didn't see a need to actually respond to the RSVP because "....oh they know!"
Too many brides have come back to me with a revised (read "reduced") headcount and told me, "We just should have gone with your 60% Rule because that's pretty much what we ended up with."
Whether you're spending $10 a person or $100 a person, a difference of just 20 or 50 guests can make a BIG difference in your total cost.
Getting control of your headcount is the biggest, most important thing you can do to control your costs.
Debi Brim can be reached via email at info@cateritsimple.com
Our websites:
www.cateritsimple.com
www.bannascookies.com
http://www.flickr.com/photos/55969028@N00/
.
These questions probably cause more stress on a bride than any part of the wedding planning process. And of course they do .... the reception is about 50% of a wedding budget and the food is a MAJOR expense of that budget.
Miscalculating the number of guests can cost a fortune. Suppose a bride plans for 250 guests and only 200 show up. Assuming a dinner cost of $25/person, cake at $4/person, appetizers at $12/person, and alcohol at $16/person, she's spent $57/person x 50 people = $2,850. I don't know about you, but almost $3000 is a lot of money to me that I'd rather spend on my honeymoon!
Over the 30 years I've been in this business, I've noticed a few things. And one thing I noticed is how much food I served, how many pieces of cake I cut, how many plates I washed. And a pattern has emerged.
Debi's 60% Rule says that approximately 60% of the total number of people invited will actually show up. There are exceptions, of course.
1) If the bride or groom is active military (this includes police and fire), there will be a higher show rate.
2) If the bride/groom are very involved in their church, there will be a higher show rate (because they have an extended church family).
3) The more people invited, the more accurate the 60% Rule.
I add 4 to 7% for each of these exceptions.
There are other factors that only the couple can determine. How do the families react to weddings? Does EVERYONE in your family have a really high show rate, or is it pretty average? Are there a number of family members out of state who may not make the trip to town for the wedding?
I'm asked frequently, "Why not just go by the RSVP's?" I'll tell you why. Because too many people are rude and inconsiderate and don't return them.
True Stories:
A mom called me a week before the wedding to increase the headcount by 9, bringing her total to 149. She has 149 confirmed RSVP's. I told her I was not going to change the invoice just for 9 people but we'd have plenty of food. Because I knew they were not going to have 149 guests at that reception.
When I did a headcount, they had 92 guests. Which means there were 57 people who said, "Yes. Yes, I will DEFINITELY be there!" and then they did not show up.
A co-worker shared with me her experience when she was the mother of the groom. She was calling all of the no-responses to see if they were coming or not and one of them was her very very best friend. When told the reason for the call, the friend gave a big exasperated huff and said, "Well you should have KNOWN that I would be there!" Friend didn't see a need to actually respond to the RSVP because "....oh they know!"
Too many brides have come back to me with a revised (read "reduced") headcount and told me, "We just should have gone with your 60% Rule because that's pretty much what we ended up with."
Whether you're spending $10 a person or $100 a person, a difference of just 20 or 50 guests can make a BIG difference in your total cost.
Getting control of your headcount is the biggest, most important thing you can do to control your costs.
Debi Brim can be reached via email at info@cateritsimple.com
Our websites:
www.cateritsimple.com
www.bannascookies.com
http://www.flickr.com/photos/55969028@N00/
.
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