Hello,
I am looking for some advice or tips on what I should do as I am worried about losing money. I am organising my sisters hen party (although I'm not maid of honour) and have booked a private room at the venue of the bride's choice. The night included cost for the room, a DJ, and karaoke system (fixed costs regardless off the number of people that attend) and then for buffet food and drinks reception it's a price per head. I asked all the girls on my sisters invite list to confirm if they can attend on the date and also I advised them of the approx cost per person - explaining that it will be dependant on the total number of people coming.
Once I'd had an answer from everyone I booked the venue and paid the deposit. I then calculated the total cost and then told all the girls coming how much it is each (less than the amount I had estimated previously). Straight away a few have already paid. I have told everyone I don't need the money until and of April (the party is in June). But then yesterday one of the bridesmaids contacted me to say one of the girls isn't coming anymore because she can't afford it anymore. I empathise if people are struggling with money, but now I am in a position I am one person down and this affects the cost. I feel awkward recalculating the price per head and asking everyone for more money (especially those who've already paid) plus what if more people pull out - the party is quite a while away!
Should I ask everyone for a deposit payment by the end of this month, that way at least I have part payment from everyone? And nearer the actual event I can determine if extra is needed depending on anymore drop outs, and simply ask the rest for the extra money? I just don't know what's acceptable or the sensible thing to do?!