Overbooked Venue, what to do about guest list?

[patienceforj]

I found out from my venue that my reception site(which will be held in a barn) only holds 115 people. I thought initially that our venue guy said 150, and so did my parents? I've already started rounding up addresses from co-workers and such(I have three jobs) and now Im going to have to cut some of them from the guest list. I feel guilty for "unofficially" inviting them and now I don't intend to send them an invitation. Im hoping that they wont remember me asking for their addresses or remember when Im getting married, lol.(The wedding date is 9 months away)

Even after some guest list cuts, I still have 180 total,(Im thinking 150 will show) so I thought maybe we could set some of the tables and chairs outside as well. Im not sure how this will flow, it is an heavy hors d'oeuvres reception with mostly socializing and not much dancing. If Im cutting the cake inside/etc. how do the people outside know whats going on and how do they all fit into a space that only allots 115. How do we go back and forth between the two? I do plan on having a minimum of tables and chairs since it is not a sit down dinner, which will free up some space. The 115 count was for a full sit down dinner head count)

If we can make the outside and inside locations work at the same time, should I add the people I cut back on the list to ease my mind or should I stick to my guns and if they ask why weren't they invited I just explain my situation?

I keep having this fear that theres either going to be too many people and everyones going to be miserably cramped and leave or I'm obsessing too much and I'm going to cut too many people out of the guest list and then no ones going to show, lol. I can't make up my mind.

Any suggestion would be fabulous. Thanks you so much!!!!

I just want everyone to be happy, who knew just a happy time would be so stressful!!!!

~JJ

[angie]

115 and 150 sound simliar. Does it say a maximum number on the contract to be sure?

I don't know if I would rely on some people being outside. What if it rains? I suppose a tent could help with that issue. Would your venue even allow that? Would they have enough staff to cover the extra people?

I'd might look at another place to have the wedding. It sounds like you want a lot more people there than 115. As long as you don't lose too much money from the deposit, it might be worth looking into.

Good luck.

[patienceforj]

Ill have to go look at the contract to see the maximum number, I cant believe I overlooked that at first. He asked how many people were invited and I said about 150 and he never objected to that number, but who knows, maybe he thought "WE" said 115. I just know after talking to him on the phone about how many tables and chairs we would need I found out that the maximum number I thought was incorrect. We've already made a deposit and I dont really want to change the venue, so I guess cutting down the guest list is the only option. He will allow tents on the property. Its a very small family owned farm/bed and breakfast. The only staff that will be there will be the ones I hire, Ill be able to hire extra if needed. Thanks for the reply. :)

[MemphisMom]

I think I would look into the tent option and have some tables/chairs outside. If you have already asked guests for their addresses, they will remember and if you want them there, I would try to accomodate the larger number.

Check with the venue and make sure the max # is just for inside and that they will allow the additional guests if you make the seating arrangements.

I think people would enjoy the inside/outside option anyway and it would make it unique!

[patienceforj]

I've decided to add some of the co-workers back on the list. So now the total is 184. I went through the list and decided who probably would be a no show and came up with about 145 guest total. I'm defiantly going to do a tent outside with some tables and chairs along with the barn, because there will not be a full set up of tables and chairs in the barn, maybe that will allow for more than 115 and it will all work out? I guess I better call the manager of the venue and let him know how many will be coming, at least inform when the date is closer. Im also going to send out save the date emails to my A-List and see who says they cant come, so maybe that will clear up some space. If push comes to shove and I dont have the room or "right" to have that many people on the grounds, then I will have no choice but to cut out the co-workers and the will just have to deal with my mistake.

[carolinalady67]

Make sure not to send out a STD to anyone who you might need to cut. The maximum number of people allowed usually has to do with fire codes so you really should talk to the owners of the venue and get their exact "rules". I would ask for them in writing so that there are no more misunderstandings later when it is much closer to your wedding date and you don't have time to make adjustments to you plans.

[dolface546]

I went to a wedding a few weeks ago and it was indoor/outdoor, 4 tables inside and 8 outside. I don't think anyone missed a thing (unless they continued to sit at the table even though they knew something was going on......some did).
It was also nice for the smokers to have a place (I'm not one, just sayin)

[Jaci]

I think you need more info from your venue! 115 for a full sit down dinner means you can fit quite a bit more comfortably if you aren't having that many tables! Find out how many he can LEGALLY fit into the place, and go from there! I do think having some tables outside for smokers and people to get a breath of fresh air is good thing too!

[Winter_Bride]

Jaci brings up a good point - I know when we looked at venues, a lot of places allowed more people for a "reception" than a "banquet" because they didn't set up as many tables because the chances of everyone sitting down at once was small!

I would be nervous about invting people and counting on a certain amount not showing up, but that's just me. You NEVER know who will and won't show up (for example, I had 5 people RSVP "yes" and come that I was SURE weren't going to!) So I just would be wary.

It IS unfortunate that you had this mix-up, and other than changing your venue altogether, I really like the idea of setting tents up outside. Just make sure that there's enough communication so that those guests aren't left out on all the activity from inside. I also think it would be a nice touch for you and your husband to make sure to split your time between inside and out - making all your guests feel welcome!

Good luck! :hug:

[patienceforj]

Thanks for all the wonderful messages and suggestions! Im going to the rental place this week, to figure out all my options and the owner of the rental shop is the reception venue owner's daughter, so theres an even bigger advantage there! Have a wonderful happy Easter!

~ J.

[Winter_Bride]

:crossfing: Please keep us updated!! :hug: