Attendees
The attendees at an event are invited guests who have either confirmed their attendance after receiving an invitation or who are physically present on the day of the event. The expected attendance number is very important in the beginning stages of your event planning when you are:
- Planning your budget
- Planning your menu
- Picking your venue
Both the actual and expected attendance numbers are important when trying to meet the fire regulations of your venue, when planning your food quantity and when planning the seating accommodations. Sometimes the expected number, meaning the number of people who have actually confirmed their attendance with the event planner, will vary from the number of people who actually come to your event. It is your decision whether or not to admit these people into your event based on your food quantity. “Attendees” is another word for “guests” so everything and everyone should be centered on meeting their approval.
The attendance of your attendees can be monitored through the guest list. Guests can be checked off on the list once they have arrived. It is important to know which guests attended your event in such case where it is polite to send thank you cards. The attendee list at a wedding, baby shower or birthday is very important because the host will want to thank people for their gifts and for their attendance and will need a record of who attended.
It is also important to know not only the number of attendees but their names as well to receive feedback about the party. At a corporate event, the host will want to know how the attendees liked the party and whether or not they thought it was a success.
The actual number of attendees would also be important if there is more than your expected number of guests at an event. In this case, the chef would need to know so that they can figure out whether or not they can provide the extra food. This is most probable in a situation where guests have not RSVPed or at event with a younger crowd where the event’s location got around through word of mouth
