What is Headcount?

Headcount refers to the total number of people expected to attend an event. Accurate headcounts are essential for event planning as they determine venue size, catering orders, seating arrangements, favor quantities, and overall budget. The final headcount is typically determined after the RSVP deadline passes. Hosts should account for some variation - not everyone who RSVPs will attend (no-shows), and some who declined might ask to come. Many caterers require a final guaranteed headcount 1-2 weeks before the event. Vendors often charge based on headcount with minimum guarantees.