Catering Guarantee
The confirmed number of guests for which food and beverage will be prepared and billed.
Definition
The catering guarantee is the final headcount you commit to for food and beverage service, typically due 48-72 hours before an event. You will be charged for this number regardless of actual attendance.
Most venues allow a small overage (usually 5-10%) to accommodate last-minute additions, but you pay for guaranteed numbers minimum.
Why It Matters
Setting your guarantee too high wastes budget on uneaten food, while setting it too low risks running out of food and embarrassing shortages. Understanding your typical show rate helps optimize this number.
Sophisticated planners track historical attendance data to improve guarantee accuracy over time.
Examples in Practice
A conference organizer sets their dinner guarantee at 450 guests, even though 500 registered, based on historical 90% show rate.
A wedding planner guarantees 125 for a 140-person wedding, knowing the venue will prepare an extra 10% as overage.
A corporate event manager negotiates a sliding scale guarantee allowing adjustments at 48, 24, and 12 hours before the event.