Family Reunion Forum
Re: Family Reunions in PA, NJ, and DE
In Response To: Family Reunions in PA, NJ, and DE ()
Hi Mrs. White,
One strategy that we have used is to start off with a low attendance number with the understanding that this tentative attendance number will likely change. Although we have had at least 150 people at our last three banquets, when negotiating prices with the hotels, we typically start off with an expected attendance number of 100. Also, we get an understanding from the hotel that (1) this number will change; and (2) we will need a deadline of when you all require the actual attendance number.
I may be wrong, but I am assuming that you all informed the hotel that there will be at least 280 family members, since 280x50.00 is 14,000?? Will that hotel prepare two catered meals/dinners at $50.00 per person? If you and your family truly desire to host the reunion at this hotel, I would suggest negotiating or working closely with the salesperson. Reunions are BIG money-makers for them and they should be willing to work with you all. Perhaps give them a tentative attendance number of 100 (which will be $5,000 in meals), and then inform the salesperson periodically that the attendance number appears to be increasing. If there's a contract involved, definitely start with a low attendance number. We've been able to give them the exact attendance number about 3 days before the reunion, and it is typically a bit higher than the tentative number that we gave them and that was quoted on the contract.
I know that $14,000 sounds like a lot of money, but if all family members do their financial duties, and you get the attendance number that you are expecting, then everything should work out.