When should I confirm final numbers with a client?
The main confirmation window
Most vendors need a headcount, schedule and layout well before the event. Two to three weeks out is a common target for the first firm count, though some venues ask for numbers earlier. Set the deadline in the contract so the client knows what to expect.
Ask vendors directly about their deadlines, since a florist and a caterer may need different lead times.
A final check
A short confirmation a few days before the event catches last-minute changes. Ask about guest count, arrival times, dietary needs and any new equipment requests. Record every update in the booking file with the date it was received.
Keep a checklist for the final confirmation so no step gets skipped on a busy week. Share the final timeline with the client as part of the same message.
Handling late changes
Clients often add guests late, so set a policy for changes after the deadline. You may need to charge for extra staff or meals. Put the policy in writing so late requests are handled fairly.
Give clients a written reminder of the change fee and the date it applies. Confirm that any late changes are reflected in the final invoice.
Common mistakes
- Letting the headcount slide until the morning of the event.
- Accepting changes by text without updating the official booking record.
