There are a lot of things that you have to consider when you are planning an event. The exact points depend on the event's specifics, so you should customize your plan according to what the event needs.
It is important that you set a budget for the event and revisit the budget as you get estimates and quotes from various vendors. Be as specific as possible so you get accurate information.
Food is the focal point of many southern events. The catering company you choose for your event is a big decision. You need to decide on a food that complements the theme and spirit of the event. You don't want a company that is going to stand out like a sore thumb.
Whether you want a down-home meal or a designer meal, the catering quote has to be within the budget. When you contact us about catering your event, make sure you have an estimate for the number of attendees and a desired menu. From there, we can work with you to determine how we can cater your event within a reasonable budget.
Deciding on the foods you are going to offer is another big consideration. Think about the event attendees and what they might expect. For example, if you are having an open air concert, finger foods and appetizers might be the best option. If you are planning a formal ball, a full service meal would be a better option. An all-day event might need to start with breakfast offerings and transition into lunch and dinner menus.
The administrative duties, like making sure all of the vendors are paid and reservations are made, are necessary to make your event run smoothly. After all, you don't want to advertise that you are going to have amazing Tex-Mex food and then not have the catering company show up because you forgot to pay them or sign the contract with them.
Planning out time to handle these duties can take some of the stress off of you so you won't have to find time to handle it in the middle of other duties. You want to be able to enjoy your event and the fruits of your hard work.
The entertainment for your event is crucial. Live bands, DJs, children's activities, and other entertainment are some of the forms you can think about. Here's the thing -- when you are deciding on the entertainment, you need to make sure it works with whatever else you have planned.
Think about this -- if you are hosting a company BBQ, a live symphony probably wouldn't be appropriate. Your entertainment budget might serve you better if you rent a mechanical bull or have a local band play.
An all-adult event wouldn't need a bouncy house so having a dance floor installed might be a better idea.
You probably won't have time to do all of the set up and clean up on the day of the event. Even if you have time, you might not need to expend the energy doing it all yourself. Make sure you have people who can set up chairs, tables, and other items that you will need on the day of the event. Also, make sure that you have the tables, chairs, and other items ready to go. If your venue doesn't provide these items, you will need to rent them.
As people set these up, you can have someone setting up the decorations. The decorations you choose should be carefully planned to match with your event. A chocolate fountain would be a good item to have at a wedding reception, but might not be the best option for a child's birthday party.
You might need security at your event. Make sure that you have scalable security for large-scale events so that you can keep attendees safe. An example of this would be to make sure that you have ample security if you are having a music superstar perform at your event. Scalable security means that you have plenty of people there to handle the expected crowd and more available if necessary.
If your event requires specialty services like valets or coat checks, make sure that you have a contract for these services. In some cases, the caterer you work with can help you find cost-effective vendors for these duties so that you don't have to go searching for them.