How accurate does the headcount I give to Caterers have to be?

I'm getting married in 3 weeks. The caterer wants a headcount that will then become the 'guaranteed' number (which I will be charged for regardless of who shows). If I shave about 5-10 people off for last minute cancellations, then tell her a few days head that the number changed, will I be penalized? Is there a trick/hint to not getting over charged due to guests dropping out?



Other detail : This is a sit down dinner, not buffet.How accurate does the headcount I give to Caterers have to be?
The caterer usually needs a guaranteed number 1-2 weeks before the wedding date. If you do not have all of your RSVPs in by then, you need to start calling guests and getting their RSVP that way. Most caterers will make food for 3-5% over the guarantee, in case you have guests who show and forgot to RSVP. Once you give the guaranteed number, you can not bring it down - you can only go up. Most people will not cancel at the last minute - they just won't show for one reason or another. Regardless you'll have to pay for the guaranteed guests count.
You need to give her an actual number. Usually she would be able to help you with coming up with an actual number - for example, if you have 165 people rsvp, you may want to order for 170. Go with what her experience says. And you have to go by what your contract says as to the guaranteed number by which specific date. Sometimes you just have to eat the loss if people don't show.

Ah, buffets are so lovely...How accurate does the headcount I give to Caterers have to be?
They have already told you that they want the 'guaranteed' number. So, yes, you will be charged for that number, even if there are cancellations. Ask them what is the latest possible time that you can give them the guaranteed numbers. There are no tricks/hints to avoid this. If you find that you have 'dropouts', perhaps you could ask someone else at the last minute.

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If it's a sit-down dinner, the headcount has to be accurate. Because you have to give the caterer an exact number, it is not at all rude for you to call anyone who has not RSVP'd or who you suspect may cancel at the last minute. Your guests will understand that and should not be offended. Besides, people should know that if they reply that they're coming to your wedding, you will ordering food for them. Find out what the fee is for a number change, and if that fee is more than paying for a couple of extra meals, then you may just have to leave it alone.



Hopefully, your guests will understand the need for accurate responses.
It has to be really close or u will get charged for mystery and no show guests. make sure u have the exact number and always have about 5 extra but no more or u will be out more money for ghost guests then for the real ones...
Since this is a sit down dinner, you will have to give an accurate number to the caterer. Give them the number for the guests who have RSVP'd for your wedding. If you shave a few off and everyone attends there may be people who don't have a meal. If it were buffet, you would probably be able to get away with downplaying the headcount.

If all of your guests don't come to the wedding/reception, or if you have leftover food that you have already payed for, the caterer should give it to you to take home. You can either freeze it or give it to your family if you won't be able to eat it or freeze it.
sit down dinners require an exact number! If they rsvp'd they should show up of course emergencies do happen but theres nothing u can do about it!
Did you have an rsvp on your invites? if so you should have an accurate count. You should check your contract with the caterer to see, but more than likely you will have to pay for the meals ordered. And what ever your do, do not under order, it will make you look tacky! I recently attended the wedding of a friends daughter, they knew exactly how many people were coming but still failed to order enough dinners for all the guests (trying to save money), then they were so cheap that they sat one bottle of cheap nasty wine (that should have been served chilled) on each table before the ceremony so it was hot by the time the guests got to it. and there were 8 people to a table with one bottle of wine. It was just a fiasco!