Having a 250-person dry, Indian Wedding and Having a Hard Time Meeting the Venue’s F&B Minimum? Things You Can Do.

Not every Indian or South Asian wedding has 350+ guests and an open bar. As we know, South Asian culture is highly religious and some weddings are dry and have less than 300 guests. This article is for the couples and families that are hosting a more intimate affair and need some advice.

As venue specialists we can share that one of the biggest challenges for these weddings is the dilemma of wanting a nicer venue but difficulty meeting the minimum. As a rule, the  nicer the venue, the more expensive it is and the higher their food and beverage minimum will be.

A food and beverage minimum is simply the minimum revenue that a venue expects to earn in one night for their function space. So no matter what, you’re going to pay at least that amount. The minimum is set by the venue. Each venue determines the value of their function space and what they are going to charge for it.

If you haven’t read our guide on Food and Beverage Minimums or Indian Weddings.

{Food and Beverage Minimums Vary}

The minimum varies from ballroom-to-ballroom as well as by day of the week. Larger, nicer ballrooms with taller ceilings, floor-to-ceiling windows, views, fancier chandeliers, nicer carpet, advanced sound proofing and other features will have higher minimums compared to others that don’t have these features.

The minimum on Friday and Sunday (as well as other days of the week) is lower than Saturday because Saturdays have the highest demand.

How much lower? It varies but usually not drastically. In other words it wouldn’t be 50% lower.

If you haven’t read our Food and Beverage Minimum Guide and you don’t already understand what this is, then please stop right here and take a few minutes to read the guide; as you will need to understand how an F&B minimum works in order to understand your options and the examples below.


Side note/ProTip: A lot of people have heard that venues charge less on Fridays and Sundays. That is true. But that’s not the whole story. While venues do charge less, only on the per person fees and only by $5-$10 at most. So then you should ask yourself whether it’s worth it to save that money in exchange for having your events on Friday and Sunday?


{South Asian Weddings Where It’s Difficult To Meet The Minimum}

There are two scenarios with Indian or any South Asian wedding where it becomes difficult to meet the minimum:

  1. small number of guests i.e. 200-250
  2. dry weddings

Small Number of Guests: in this case it becomes difficult to meet the minimum because the per person plating fees don’t add up to enough where the reception bar will help you make up the rest reach the minimum.

Dry Weddings: in this case there is no alcohol bar to contribute to the minimum, which for an Indian wedding with 350 guests is usually between $6-$7500.

Both: And weddings with 200-250 guests and dry it’s a double whammy. And we find that often these couples are selecting venues with lower F&B minimums.

{Example Of Not Meeting The F&B Minimum}

Let’s look at an example with the following parameters:

  • Number of wedding guests: 250
  • Per person place setting fee for the reception: $75
  • Food and beverage minimum: $45,000

250 guests*$75 per person = $18,750

That means the per person fees contribute $18,750 towards the $45,000 minimum.
And now you have to buy $26,250 ($45,000 minus $18,750) worth of food and drink at the cocktail hour and reception to meet the minimum. That’s a lot of money!

For weddings where alcohol will be served based on a consumption bar, you can estimate about $6000 for that. That takes us up to $24,750 ($18,750+$6000) contributed towards the minimum. That still leaves $20,250 ($45,000-$24,750) worth of food and beverages to buy.

For weddings where there won’t be any alcohol it’s even harder to meet the minimum because sodas cost less than alcoholic beverages.

And with regards to the other options such as buying a dessert bar and appetizers etc., sure you can buy them, but not $20,000 worth!

And remember this is all just to meet the Food and Beverage Minimum. It’s not like you’re paying above and beyond. You’re just trying to meet the minimum.

Hopefully you are starting to see the dilemma of how hard it would be, in this case, to meet the minimum. So for these weddings couples would probably be better off with venues with lower minimums, in the $25-$30,000.

Venues in that range are not going to be as nice as the venues with the higher minimums but that doesn’t mean they aren’t nice venues, they’re just not as luxurious as the others.

{Example of Meeting The F&B Minimum}

Last year we worked with a couple that had a dry celebration but they had 450 guests at their reception. The venue’s outside catering place setting fee for the reception was $45 per person including service charge and tax. And the food and beverage minimum was $30,000.

With the per person fees they were already pretty much at the minimum. By the time they paid for sodas and juices and ordered a few catered dishes from the venue they met the minimum, no worries. The key was that they had so many guests.

{What Can Couples Do To Meet The Minimum?}

Buy food and beverage services from the venue. You can buy:

  • appetizers
  • snacks
  • food stations
  • desserts
  • signature cocktails
  • tea/coffee

As stated above whether or not you buy these items through the venue, you’re going to pay the venue the minimum so then you might as well get them.

Note: the F&B minimum only applies to cocktail hour and the reception. Not the wedding and not lunch. And it only applies to items you can eat or drink at the cocktail hour and reception. So, the ceremony fee, the hospitality room, and the per person place setting fee for lunch DO NOT contribute to the minimum. Neither do parking and hotel rooms.

Unfortunately most venues also don’t contribute the cake towards the minimum either, even if you bought a wedding cake from the venue.

{Another Solution to Meet The Minimum: Up Your Guest Count}

The other way to try to meet the minimum is to increase your guest count. If you increased the guest count by 100 to 250 guests, then with just per person fees $26,250 goes towards the minimum. Add in a $7500 bar and you’re at $33,750. And now you’ve $11,250 to play with to add extras to meet the minimum.

The downsides of this option are that your catering costs will increase and if you’re serving lunch, then you’ve got higher per person place setting fees with the venue, in addition to more cars to pay for hosted parking.

{Take Aways}

The right venue for you varies based on a few variables such as guest count, day of the week, and whether or not alcohol will be served. Meeting a venue’s food and beverage minimum can be tough in some cases, but this article presented a few different ways to do it such as, ordering food and beverage through the venue and increasing your guest count.

As a rule of thumb, the nicer the venue the higher the food and beverage minimum. Minimums vary ballroom-to-ballroom and by day of the week. Saturday nights are the most expensive.

Understanding these principles can save you A LOT of time in your venue search. And this is what we do at ShaadiShop when we work with couples to place them at venues that are a good fit and match their wedding vision.


I hope this article has been helpful to you. We wrote this because the $100k, 300-350 guest Indian wedding is pretty common. If you have comments, questions or stories you’d like to share, feel free to post them in the comments below. Follow ShaadiShop on FacebookInstagramTwitter, and Pinterest – whatever your preferred media is, as we frequently publish articles for venue sales and catering teams.

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Samta Varia Founder & CEO ShaadiShop: Indian Wedding Venues

 

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{Testimonials}

“Shaadishop helped me not only find venues but also understand how they work, the fees, and tips that I wouldn’t have otherwise known. Definitely a need service in the desi community. “ Hinna S., Bride


“Cannot say enough good things about the service from Samta and ShaadiShop who helped us research venues for our wedding this year. We wanted a non-hotel venue, and to get married within 6 months. ShaadiShop immediately found us venues, contacted them and educated us about all the things we needed to think about while selecting a venue. They put all the info together in a fabulous, super impressive, spreadsheet that helped us compare venues – seriously amazing and such a great help. Working with them made the whole stressful process MUCH easier and I can’t believe it was all free! ShaadiShop’s website is fantastic and such a great service for South Asians – so glad I found them!”Anjli S., Bride


“We’re so glad we used ShaadiShop to book our venue. The info on the website is amazing and then they gave us such personalized attention! They were such a valuable resource for selecting venues, helping us understand policies and logistics. Their suggestions saved us a lot money too! They really understood us, what we wanted and helped us get it. AND it’s free! So glad there’s a service like this for South Asians. Awesome that there’s something like this for South Asians!” Janki K, Bride


“I worked with ShaadiShop to find a venue for my daughter’s wedding. The website is easy to use and has so much useful information. ShaadiShop made everything easy for me – getting quotes, suggesting venues, explaining fees and policies. Most importantly, my daughter and son-in-law are happy with the venue. ShaadiShop is a great and service for our community. I’m so glad I found them!”Charu S., Bride’s Mother

 

Cover Photo: Randery Imagery

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