Event Bill/Check Payment Guidelines

These guidelines are touched upon on other pages, but have been gathered here on one page to act as a reference in regards to each method, and to associate any useful advice that arises over time.

Usual Types Of Event Payment

Prepayment
This payment method is usually associated with events for which a block of seats must be reserved (and paid for) ahead of time (advance ticket purchases), including such events as Broadway plays, professional sports events, or the annual Halloween party. As the name indicates, the attendee sends in the required fixed payment price ahead of time to the Event Coordinator, who, because he/she receives payment before the event, doesn't have to worry about chasing down payment afterwards - in fact, it is NOT recommended for the Coordinator to allow somebody to pay after the event (in effect, loaning the ticket price to the attendee), as chasing down such payments afterward may be difficult.
Caveat One: Since payment methods are usually personal check sent in the mail, sufficient time must be reserved before the event to receive the payment - the US Postal Service can take 4 or more business days to deliver the payment, so a period of a calendar week or more in advance for the attendees to send their payment should be considered a minimum at best.
Caveat Two: Since the Coordinator may have to purchase the block of seats/tickets in advance themselves (and then, in effect, act like ticket agents reselling the seats to attendees), there is a balancing act to ensure that the Coordinator does not get stuck with any unsold tickets, while trying to meet most if not all of the demand for tickets. The only known ways of dealing with this are: a.) if the event has been done previously, check the block purchases at that time, plus see if there was significant unmet demand; or b) poll the group (plus any potential attendees from outside the group) to get an idea of the potential demand for tickets for this event.

Price Fixe aka Prix-Fixe
Price Fixe in terms of the Groups Events refers to a limited menu (of usually several different entrees, and often including salad, appetizers, desserts, etc.), for a set or given price per individual. This type of payment is similar to pre-payment, and as easy too, as the Coordinator simply announces the total amount to the group (the price including mark-up for tax & tip), and everyone pays that price - total amount owed is easily calculated by individual price times event head-count.

Individual Bill/Check
This is another simple, if not the simplest, payment method - each person gets his/her own bill, and then pays that amount (plus the percentage mark-up for tax & tip as determined by the Event Coordinator). The general problem with this is that most venues do not, as a rule, allow individual checks. It is worth it for the Coordinator to ask the management beforehand, as policies can change over time, and this method does prevent arguments and inter-personal friction. Afterwards the Coordinator should confirm with the management if everyone did pay, and (if need be) identify those who didn't - but it is very tough for somebody to skip payment on individual checks

Apportioned Bill/Check
This is the most common payment method at (dinning) events, and can be overly complicated at times. Simply put, each person adds together the items on the bill that they ordered (and consumed), and adding a percentage to that amount for tax & tip (as determined by the Event Coordinator - note that a fixed gratuity is often added for large groups by the establishment, so the Coordinator will use that percentage).
The simplest method for large groups we have found so far is: pass around the check (and a calculator & pen); have each person total up the price of their items, mark that item off the check, and then calculate the total amount owed (include tax & tip); hand the check off to the next person who will do the same; when the bill comes back to the Coordinator, he/she should study it to make sure all items are accounted for - if there are any unaccounted items, they may either have come from people 'forgetting' items, so the Coordinator should announce the unaccounted items to the group, going from table to table if need be, or the items may be an 'addition' by the venue - either way it must be tracked down. When all is squared away there, then collect from each attendee and turn in the money. This takes some time, but nowhere near the amount of time wasted when money is just passed down based on 'guesstimates' (which usually turn out to be on the 'low' side - this is how 'skimmers' - people who don't pay their fair share - operate). The important thing is fairness and accountability, as attendees who have paid their fair share and then get 'dinged' for more money to cover skimmers/unordered items leaves a bad taste in their mouth (and is truly unfair). At no time should the Coordinator let people just toss down an estimated amount and leave before the bill comes without first working out with the person the amount owed beforehand (using a menu and an estimate of the tax/tip). And absolutely at no time should the Coordinator let anyone walk out without paying, perhaps ask the venues assistance in detaining them if possible. Non-payment of a check is a prosecutable crime. Breaking the bill down by table (4-8 people) does help, and many venues are willing to do this if the Coordinator asks beforehand - it is more controlled since everyone is aware of what is being ordered by their table, and in addition the table may decide to order appetizers, dessert, or whatever above what other tables have ordered, and apportion the extra cost among themselves. The Coordinator should still ensure everyone at each table feels they have paid their fair share.
One final tip - whenever possible, the Coordinator should have attendees pay for their drinks at the venue's bar, or purchase directly from the wait staff - alcoholic drinks are quite often the most 'forgotten' of all menu items by individuals.

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