A practical way to settle wedding venue capacity using the quotes and dates you already have, rather than a figure copied from somewhere else.
The short answer
Work wedding venue capacity out from your own numbers. Write down what you have been quoted, mark anything you have not been quoted as unknown, and use the calculator on this page instead of an average you cannot check.
The decisions this settles
A practical way to settle wedding venue capacity using the quotes and dates you already have, rather than a figure copied from somewhere else.
Questions to answer before you commit
- What have you actually been quoted in writing, and what is still an estimate?
- Which costs move with the guest count and which stay the same?
- Which line items are included, which are excluded, and which are still unknown?
- What date does someone else need an answer by?
- What changes if the number you are planning around turns out to be wrong?
What each choice changes
| What to compare | What to ask for | The decision it changes |
|---|---|---|
| Written quote | An itemised quote for the same guest count and the same date | Whether two options can be compared at all |
| Inclusions | What the price already covers, in the contract wording | Which extra quotes you still have to collect |
| Unknowns | Every line without a confirmed amount | How much of the total is still a guess |
| Deadlines | The date the other side needs a decision or a final count | How long you can keep comparing |
A worked example you can copy
What cutting the guest list is actually worth
- Variable spend at 100 guests: $9,000.00.
- Variable spend at 75 guests: $8,750.00.
- Difference: $250.00 for 25 fewer guests.
- Per guest removed: $10.00, not the $90.00 headline per-guest rate.
- The food-and-beverage minimum is reached at 100 guests; below that the catering line stops falling.
| Line | Amount |
|---|---|
| Variable spend at 100 guests | $9,000.00 |
| Variable spend at 75 guests | $8,750.00 |
| Saving | $250.00 |
| Saving per guest removed | $10.00 |
| Headline per-guest rate | $90.00 |
| Shortfall against the minimum | $2,000.00 |
Where this usually goes wrong
None of these are exotic. They are the ordinary ways this decision goes wrong, and each one is caught by asking a single extra question.
Watch for
- Treating an unknown fee as if it were zero, which makes the cheaper-looking option win on paper.
- Comparing two quotes at different guest counts.
- Planning around a figure from an article instead of the quote in your inbox.
Your next conversation, in checklist form
Your next conversation, in checklist form
- Ask for the quote in writing, itemised, at one guest count.
- Mark every line without a price as unknown rather than zero.
- Ask which lines each percentage fee is calculated on.
- Write down the date the quote expires.
- Note what changes if the guest count drops by ten.
- Re-run the calculator once the missing numbers arrive.
Questions couples ask
Do I need every number before I can start?
No. Start with what you have, mark the rest unknown, and the calculator will show you how much of the total is still open.
Why is there no national average on this page?
Because an average cannot be sourced to your city, your date or your guest count. A number you build from your own quotes is the one you can act on.
Your next decision
Once this is settled, the pages below are the next decisions in the same cluster.
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