By Katie Johnsen, Event Coordinator, GRCA
I’m going to let you in on a little secret from the event planning world.
There’s a set of “rules” most people only learn once—when they’re planning a wedding or a big milestone celebration —and then promptly forget.
It’s the world of guest counts, deadlines and why hosts gently (or not so gently) chase people down for responses. Back then, it makes total sense. Of course, the couple needs to know who’s coming. Of course, the caterer needs numbers. Of course, you can’t just add 12 cousins the week of the wedding.
But in everyday professional life? That awareness fades. And honestly, I get it.
I do this every day. You don’t. So let me share a little behind-the-scenes perspective—not to scold, but to explain why registering early for events makes such a difference.
The Moment It Clicked
I was in a meeting recently with someone planning an event. She asked me, “What’s the very first thing I should figure out?”
My answer: Your guest count.
She was stunned. She thought we’d start with the theme, or the program or the menu. But the number of people in the room determines everything:
- Which rooms you can even use (capacity limits are real)
- How much you need to budget for food and beverages
- How many tables, chairs and linens are required
- How much staff are needed to serve and support the event
- How the room is laid out and how people will move through it
That one number drives nearly every other decision.
At GRCA, we plan 60+ events a year, and every single one of them runs on that same principle.
Why Last-Minute Registrations Are So Hard
When several people register in the final days before an event, it’s not just “a few more chairs.” It can mean reworking plans that were already locked in.
Most venues and caterers require final guest counts one to two weeks in advance. They order food, schedule staff and prepare rentals like linens and service equipment based on the number we give them. They’re not making a quick trip to the grocery store the night before.
Room setups also are finalized ahead of time. Floor plans are created. Tables and chairs are placed. Sometimes additional rentals must be brought in. Adding people late can mean adjusting layouts, squeezing spaces or trying to track down extra equipment at the last minute.
And then there’s staffing—from catering to clean-up. Those schedules are built around expected attendance. Changes close to the event add stress and cost that most people never see, but we definitely feel.
I’ll be honest. For a while, I found myself getting frustrated by last-minute signups. Then I realized something important—most people simply don’t live in this world every day. If you’ve never planned large-scale events, you wouldn’t automatically know how much hinges on that final number.
That’s why I’m sharing this with you.
How You Can Help (and What’s Changing)
We’re not just asking you to “register earlier” and leaving it at that. We’re also being more transparent about our timelines, so you know exactly what we’re working with.
You’ll start seeing clearly listed registration deadlines on events. These dates reflect when we must submit final numbers to venues and caterers. After that point, registration will close and, when possible, we’ll begin a waiting list instead of continuing to add attendees.
For our largest events, like the Annual Dinner, we’ll also introduce tiered registration with different pricing stages. Earlier registration will come with the best rates, while late registration (if space allows) will be at a slightly higher price point. This helps us plan responsibly and reward those who commit early.
A Small Action That Makes a Big Difference
When you register early, you’re doing more than saving yourself a spot. You’re helping us:
- Design a comfortable, well-prepared room
- Work smoothly with our catering and venue partners
- Staff events appropriately
- Continue delivering dozens of high-quality events every year
It might feel like a small click on your end. On ours, it shapes almost every decision we make.
So, if an event catches your eye, go ahead and claim your seat. Your future self will thank you—and so will your friendly neighborhood event planner.