The confirmed number of people expected to attend an event, required by the caterer and venue by a set deadline.
Headcount is distinct from registration numbers — it is the figure used to calculate catering quantities, staffing ratios, and room layouts. It must be submitted to the caterer and venue by the final numbers deadline. Headcount management throughout the planning process involves tracking registrations, RSVP responses, cancellations, and walk-in estimates to land on an accurate final figure.
RSVP
From the French 'Répondez s'il vous plaît' — a request for invited guests to confirm whether they will attend.
Guest List
The confirmed list of all invited and attending guests for an event.
Registration
The process by which attendees sign up for an event and provide their details in advance.
Check-In
The process of confirming a guest's arrival at an event — via a list, QR code scan, or dedicated app.
Seating Chart
A diagram or visual plan showing which guests are assigned to which tables.
Table Plan
A document or display listing guest names and their assigned tables, typically positioned at the venue entrance.