By Sarah Nels, Events Manager at Accelerated Cure Project
Attendance at an event is impossible to guarantee, but there are ways to properly estimate so you or the caterer you are working with can be prepared.
I always recommend collecting RSVPs, even for free events. A general rule of thumb is approximately 30% of your invite list will RSVP for your event.
Obviously, as the cost of the event goes up, the attendance will drop. But, also, as the cost of an event goes up, the 'no show' rate will also drop.
If someone spends $1,000 on a dinner ticket, it is highly likely they will attend the event.
Ways to lessen the 'no show' rate:
- Make sure your event does not take place during a holiday, school vacation, big sports game, or a large fundraiser.
- Once someone RSVP's, send regular emails to remind them of the event (use this opportunity to include any "teasers" or "incentives" for attending i.e.
a raffle of a great prize, a celebrity appearance, etc.) If possible, call your guests two weeks before the event to ensure their attendance. This will help you keep a very accurate guest list.
- Provide easy to follow directions, suggest child care options - breakdown any barriers to attendance.
So, you have your final guest count and need to report it to the caterer (or, you need to start shopping for food!). Most caterers will base your final bill on the guaranteed guest count, which is due 5 - 14 days before the event. Before you give your count, check on the weather the night of your event. If the weather is going to be stormy, lessen your count by at least 5%. Take another 10% off as your "no show" rate (or 20% for free events). The number you end up with is your best guess at attendance. Most venues or caterers build a plus-or-minus percentage overage (often 3-5%) into the guarantee, so don't worry about being too conservative with your estimate.
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