Event planning guides
Ask which headcount line a venue contract includes
The headcount on a venue quote is comparable only after you know whether it includes plus-ones and vendor meals. A quote for the people who said yes can miss both.
Key decisions
- The headcount on a venue quote is comparable only after you know whether it includes plus-ones and vendor meals.
- A quote for the people who said yes can miss both plus-ones and vendor meals.
- Ask which line the operator's quote includes before you treat two headcounts as the same count.
The headcount on a venue quote is comparable only after you know whether it includes plus-ones and vendor meals. A quote for the people who said yes can miss both. Write the three lines, then ask which line the operator's quote includes. The operator confirms the date. Published spaces are whatever is listed.
Write the three lines before you compare a number
Split the people into the lines the contract has to name.
| Line | Who it counts |
|---|---|
| People who said yes | Guests who accepted |
| Plus-ones | People those guests are bringing |
| Vendor meals | Meals for people working the event |
Ask the operator who belongs on the vendor-meal line, and write that answer on the line. Send the three lines in the same note every operator receives. The venue inquiry email for Washington, DC is that brief. Put the three headcount lines in it so the reply can name a line.
Hypothetical: 70 who said yes, 20 plus-ones, and 8 vendor meals
These figures are one hypothetical. Replace them with the people who said yes, the plus-ones, and the vendor meals on your list, then ask which of those lines the quote already includes.
In the hypothetical, 70 guests said yes, 20 are plus-ones, and 8 are vendor meals. If the contract counts all three, 70 + 20 + 8 = 98. The plus-ones and vendor meals are 20 + 8 = 28. 70 + 28 = 98.
A quote written for 70 misses those 28 until the operator says the 70 already includes them.
| Line the operator says the quote includes | Headcount you compare, in this hypothetical |
|---|---|
| All three lines, written out | 70 + 20 + 8 = 98 |
| Only the people who said yes | The quote still misses 20 + 8 = 28, so the comparable count is 70 + 28 = 98 |
| A stated 70 that the operator says already includes the plus-ones and the vendor meals | Compare that 70, with the 28 already inside it |
Say which line the operator's quote includes, and keep that sentence next to the number. Adding 28 on top of a 70 that already contains those people counts them twice. Leaving 28 off a 70 that is only the yeses leaves them out.
Compare quotes only after each one names its line
Comparing event venue quotes across DC, Maryland, and Virginia is the next read once each operator has named the line. Put the named line beside each quote on the venue comparison worksheet. Two quotes are ready to compare when each one says which line it includes.
The people on those lines are also the people the day has to hold. A Washington, DC wedding-day timeline builds the day backward from the hour the room must be clear. Place meals and vendor work on that day with the headcount the operator confirmed.
Start from the spaces that are listed
Published spaces are whatever is listed. Browse published spaces, then ask that operator which line the quote includes. The operator confirms the date. DMV venue guides and the venue guide are where the search stays while a line is still open. Plan the gathering after the operator has confirmed the date and named the line.
Put it into practice
Track the decisions you’ve made and the questions still to ask.
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A little more clarity
Common questions
If 70 people said yes, with 20 plus-ones and 8 vendor meals, what does the contract count?
If the contract counts all three, 70 + 20 + 8 = 98. The plus-ones and vendor meals are 20 + 8 = 28, and 70 + 28 = 98. A quote written for 70 misses those 28 until the operator says the 70 already includes them. Ask which line the operator's quote includes.
Two operators both replied with 70. Are those headcounts the same?
They match after each operator says which line that 70 includes. One reply can be only the people who said yes. Another can be a 70 that already includes the plus-ones and the vendor meals. Ask which line the operator's quote includes, and keep each answer beside its own quote.
