EVENT PLANNING 101

Some pointers to consider while planning an event or long term catering contract.

1.  Number of guests / People to feed

Be as accurate as you can be and advise your caterer of any possible sources of fluctuation. A price negotiated for 100 people will not be valid if you end up only having 10.

2.  Total budget / budget per guest

Do not be afraid to tell your caterer what you have or want to spend – any quote they give you can be tendered out to other caterers to see if your price fits the trend. Most caterers will give you the best possible for your price – the bigger / better / more lavish the spread they provide – the more people will remember them.

3.  Schedule of events

When do you want your guests to arrive?
When do you want your guests to leave?

4.  Formalities

Are there any formalities – speeches, awards, hand-overs etc. These are all important for your caterer to know for them to suggest the correct menu and offer guidance as to when courses should be served.

5.  Entertainment

Is there to be any form of entertainment for your guests – if so what specifically and how do you see it fitting into the event as a whole.

6.  Menu

Do not be afraid to suggest your ideas to your caterer – it is your function, you know what you want to achieve and sometimes what your guests would like. Think about the number of courses you would like.

7.  Buffet or plated meals

This will in all likelihood be determined by the facilities, type of function, available budget, etc.

8.  Dietary requirements

Are there any guests who have special dietary requirements? For example religious, vegetarian or allergy.

9.  Drinks / bar

What are your guests going to drink with their meals? Remember that if you are serving alcohol in a public place, or selling alcohol you will need a liquor license.

10. Accommodation

Will you need a marquee to house your guests?
If it is an outdoor event, how will bad weather affect the final event – wind, rain etc.?
Fire & safety regulations.

11. Theme / décor

Will your event have a specific theme or décor?

12. Seating arrangements

How many guests to a table?
Do you require a specific seating plan? Will you communicate this using place names, ticket numbers or a notice board?
Do you have sufficient room to place all the tables and allow room for guests and waiting staff to move around comfortably? (Work on 0.75m2 per seated person.)

13. Other items to consider

Dance floor
Entertainment area
Music
Presentation equipment
Gifts
Guests lists
Transport if guests are to be drinking
Security and parking