Not knowing your final guest count is not a reason to delay booking wedding hire. Here's why ordering early with approximate numbers makes sense.
Not knowing your final guest count is not a reason to delay booking wedding hire. Here's why ordering early with approximate numbers makes sense.
A question we often get asked about wedding hire is one of numbers: when to commit to an order and whether it can be adjusted if the guest count changes.
As with anything, earlier is better. Availability is limited and can be stretched at peak times. With many functions running on a tight budget, there can be a reluctance to order anything that might not be used. We understand why customers hold back until they have firm numbers.
The problem with waiting for firm numbers is that it brings availability into play. Spring and summer are our busiest months for wedding hire, and orders are taken on a first come, first served basis. Delivery space on vans can also become a factor. There comes a point when van space is fully committed and we have no choice but to close off days on our calendar from accepting new deliveries or collections.
This is why we urge customers to book as soon as possible. Not having exact numbers is less of a problem than most people think.
For many people, uncertainty about numbers is what holds them back from placing an order. While budgeting tightly appears to be the sensible course, our experience is that it often creates unforeseen costs that outweigh any savings. Accidents happen. Someone's great uncle decides that lack of RSVP be damned, he will make an effort to turn up.
If only exact quantities are ordered, these situations create time-critical problems we cannot fix. For the cost of 30p for an extra dinner plate or 20p for an extra spoon, is it worth the risk of being short on the day?
Our recommendation, based on thousands of wedding hire deliveries, is to order 10% extra crockery and cutlery above the confirmed guest count. That margin covers most small problems that occur at a wedding reception or function without significantly affecting the overall cost.
Different items carry different risk levels. Here is what we recommend based on experience:
Orders can be amended up to seven days before delivery. Within that window, contact us directly and we will do what we can. We cannot guarantee late additions during peak season if stock has been allocated to other orders, but for small quantity changes we are usually able to help.
If you place your order early and numbers change significantly, we can adjust quantities well in advance. Reducing quantities is straightforward. Increasing them depends on stock availability at the time of the amendment.
A practical approach: place your order based on your current best estimate, then check in with us at the four-week mark as RSVPs firm up. Most final confirmations happen in that window, and with seven or more days to delivery, amendments are almost always possible.
For orders of £500 or more booked more than 28 days in advance, a 25% deposit secures your booking. This is useful for couples who want to lock in availability early without committing the full balance while plans are still developing.
The balance falls due 28 days before delivery, by which point most guest count changes will have settled. This structure is designed to let you book early and finalise quantities as you go.
If you would like to discuss your wedding hire requirements, speak to us via our live chat facility or email us at sales@expohire.com. We can advise on quantities for linen hire crockery and chair hire based on the type of event and venue you have.
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