GATHER SHOT: RESTAURANT BUYOUT VENUE-COMPARISON WORKSHEET
Updated September 22, 2026 | Blank planning template, not a quote

Save a copy. Fill in a text editor with word wrap, or print in
portrait orientation. No formulas run automatically. Use the same
guest count, hours, menu and bar assumptions for both venues.
Write UNKNOWN for unanswered questions, not $0. Record currency.

EVENT BRIEF
Date and alternate dates:
Guests (adults / children / vendor meals):
Ceremony needed? Seated meal / standing reception / dancing:
Event hours, setup and teardown:
Menu, allergies and bar plan (package / consumption / cap):
Venue invoice budget / separate whole-wedding budget:

VENUE A
Name, address and events contact:
Quote date, expiry and saved quote filename:
Currency, event date and included hours:
Exclusive areas / shared spaces:
Seated capacity with dance floor and accessible routes:
Included furniture, linens, tableware, staff and cleanup:

Copy exact amounts AND the base each rate applies to.
1. Eligible meals and drinks (item, quantity, price):
2. Total eligible spend E:
3. Contracted minimum M:
4. Shortfall policy and amount S:
   If the contract bills the gap: S = larger of (M minus E) or 0.
5. Catering billing subtotal C = E + S:
   Do NOT add M again. Identify noneligible food separately below.
6. Separate room / buyout / setup fees:
7. Other extras and noneligible purchases (itemize):
8. Service / admin / other surcharges (rate, base, amount):
9. Mandatory gratuity (rate, base, amount, staff distribution):
10. Tax (each rate, taxable items, base and amount):
11. Optional gratuity (chosen amount and tax treatment):
12. Total invoice = C + lines 6 through 11, each counted once:
13. Credited deposits already paid:
14. Balance remaining = total invoice minus credited deposits:
Payment dates, methods and processing fees:
Noncredited fees (already counted in line 6 or 7?):
Separate suppliers / wedding costs outside this invoice:

VENUE B
Name, address and events contact:
Quote date, expiry and saved quote filename:
Currency, event date and included hours:
Exclusive areas / shared spaces:
Seated capacity with dance floor and accessible routes:
Included furniture, linens, tableware, staff and cleanup:

Copy exact amounts AND the base each rate applies to.
1. Eligible meals and drinks (item, quantity, price):
2. Total eligible spend E:
3. Contracted minimum M:
4. Shortfall policy and amount S:
   If the contract bills the gap: S = larger of (M minus E) or 0.
5. Catering billing subtotal C = E + S:
   Do NOT add M again. Identify noneligible food separately below.
6. Separate room / buyout / setup fees:
7. Other extras and noneligible purchases (itemize):
8. Service / admin / other surcharges (rate, base, amount):
9. Mandatory gratuity (rate, base, amount, staff distribution):
10. Tax (each rate, taxable items, base and amount):
11. Optional gratuity (chosen amount and tax treatment):
12. Total invoice = C + lines 6 through 11, each counted once:
13. Credited deposits already paid:
14. Balance remaining = total invoice minus credited deposits:
Payment dates, methods and processing fees:
Noncredited fees (already counted in line 6 or 7?):
Separate suppliers / wedding costs outside this invoice:

CHECK WITH EACH VENUE BEFORE COMPARING TOTALS
Record A / B answers; mark included, extra, not needed or UNKNOWN.
Eligible meals, drinks, upgrades, children's and vendor meals:
Can unused minimum become menu upgrades? By what deadline?
Service charge / tax on shortfall? Exact calculation bases?
Service charge paid to staff? Separate mandatory or optional tip?
Tax on service, gratuity, space fees and each extra?
Corkage / cake cutting / equipment / overtime / extra staff:
Cleanup / security / insurance / payment-processing charges:
Bar cap, last call and who can authorize extra spending:
Setup access, noise limits, outside vendors and storage:
Restrooms, step-free access, parking and transport:
Final guaranteed headcount and menu-price lock deadline:
Cancellation, postponement and deposit refund/credit terms:

COMPARE
A total invoice / credited deposits / remaining balance:
B total invoice / credited deposits / remaining balance:
Whole-wedding costs still outside A / B:
Unresolved charges or mismatched inclusions:
Preferred venue and tradeoffs:
Next action, owner and deadline:

ILLUSTRATIVE MATH CHECK ONLY: NOT A VENUE OR MARKET PRICE
USD; 60 guests; minimum $10,000. Only meals/drinks are eligible.
Below: meals $6,600 + drinks $2,400 = $9,000 eligible spend.
Above: meals $6,600 + drinks $5,400 = $12,000 eligible spend.
Assume shortfall billed, service 20% of eligible spend + shortfall.
Room $1,000 and equipment $300 are not eligible or service-charged.
Assume 8% tax on catering subtotal, service, room and equipment.
Optional $500 tip is assumed not taxable. No other charges apply.
Actual contracts and local tax rules can differ.

Below: $9,000 + $1,000 gap + $2,000 service + $1,000 room
       + $300 equipment + $1,064 tax + $500 tip = $14,864.
Above: $12,000 + $0 gap + $2,400 service + $1,000 room
       + $300 equipment + $1,256 tax + $500 tip = $17,456.
At $10,000 eligible spend: gap $0; total also $14,864.
A credited $3,000 deposit leaves $11,864 on the below-minimum bill.
These venue totals exclude other suppliers and wedding costs.

Guide: gathershot.com/blog/restaurant-buyout-wedding-planning-guide/