Today I’m going to take a little bit of a different approach to covering the options: rather than covering cost levels, I will cover the food options based on the atmosphere you are trying to create.

Formal

If you are having a formal or semi-formal event, the main decision is whether you want your attendees to stand or sit.  This really depends on the nature of your event.  If there is a presentation involved, sitting is the way to go.  If, on the other hand, the purpose of your event is to encourage mixing and mingling, standing up is really the best choice. For standing, mixed hors d’oeuvres and snack foods will give the best option.  For sitting, you have the option to choose between full-service and buffet-style.  Full service is usually best for large gatherings, as less time is taken up with people serving themselves and waiting in line.  As a benefit, presentations can be ongoing while food is being served.

Semi-Formal

The formality of this event will be upheld by the venue and invitation style. This type of event can be much more inexpensive, since the food is flexible. In this arrangement, usually people are free to sit or stand, and can go back and forth to a buffet-type table where food is available.  The main difference between this and a more formal buffet is that usually this will consist of small sandwiches and hors d’oeuvres.  Potlucks can also be included in this.

Casual

This falls into the category of your summer picnics and social gatherings.  Usually, food will consist of grilled hot dogs and hamburgers, but you can also hire barbecue companies to bring out full smoking pits for various meats.  Usually these events will be outdoors, and will be primarily social in nature.

How to Choose

The first thing to do is consider your venue.  Many venues have in-house catering staff, and either don’t allow outside vendors, or charge a fee to bring in any outside catering.  If this is the case, your options are much more limited.  However, while important in setting the tone for your event, most guests will not remember the food unless it was bad (which can be avoided by choosing a quality vendor–see the related post).

If your venue allows outside catering, you have a lot of alternatives.  Most restaurants have catering available, and even some mid-budget food shops (Subway, Rubios) have larger-quantity food pickup or party platters available.

Consider your demographic.  The larger the group, the more mainstream you want to be with your food selections, but you can include regional alternatives in most menus.

What it all means

Food is a tough choice for most events.  Food deals with taste, and as such people will remember whether they liked it or not regardless of the quality.  It is not something which will single-handedly make an event great, but bad food choices can definitely ruin an event.

The best thing you can do is try to think in terms of what your guests will be most likely to enjoy.  If you have already selected other vendors, they can help in this.  Most vendors will be happy to tell you about unique and successful things they have seen at other events they have been involved with.

What experiences with food have you had that made or broke your events?

At a wedding the need for this is obvious.  Even at a corporate event, though, you will usually want to have some form of documented record of the event, either to post on company bulletin boards or to provide in newsletters.

This “documentation” can have several methods of being achieved:

Professional Service

For great looking pictures and video in a polished package, you can’t beat the convenience of hiring a professional.  Professional Photographers and Videographers bring quality equipment to document your event, along with years of experience so that they know what shots will have the most impact for your needs.

Friend/Family/CoWorker

The other alternative is to have people carrying cameras around taking pictures during the event.  A creative way to handle this is to place disposable cameras on each table and ask people to take pictures and turn them in at the end of the event.  You might not get some of the same shots you would with a professional, but you will likely get quite a few good shots.

What it all means

Documentation of events helps with memories.  Because of this, it is crucial that you have good documentation for an event that you are putting lots of effort into.  Basically, if it’s worth putting the effort into developing an event, it’s worth documenting the results.

Choosing professionals is perhaps the hardest part of event planning, primarily because unless you are an event professional who has worked with other event professionals repeatedly in your area, you will rarely have first-hand experience with any given company to tell you whether that provider will give you quality service for your money.

In the event industry, professionals include everything from home-based businesses to nationwide conglomerates.  Also, because of the nature of small businesses, people come and go.  This makes it difficult sometimes to find out about who is who in your area.

Start with what you know

In business, the best advertising is usually word of mouth.  It is the same in event planning.  The best place to start usually, if you don’t already have a contact in the industry, is to talk to someone you know who has held a recent event, and find out who the best vendor they worked with was.  If this vendor did a great job for them, you have a good starting point.  If not, you still have valuable knowledge about companies to avoid.

If you personally see great things at an event, it is usually a good idea to collect business cards. Try to note on the back of each card what event you got it at, and what service was provided. This will become a great memory jogger later.

Once you have a primary contact, the BEST way to find more vendors is usually to ask the vendor who they have worked with in the past.  Event planning is a relatively small industry; vendors usually know most of the major players, and have worked with both good and bad.  As a result, they will tend to have a better idea of who are the best in the various categories you need.  If you have certain names of companies you want to check out, usually vendors make for the best references.

Ask for names

As you talk to vendors, if you don’t already have much feedback about them, don’t feel shy about asking for references.  Most quality service providers are happy to provide references to people who they have worked with in the past.  New companies are not always a bad thing, as they may offer reduced prices for high-quality service, but be careful.  The important thing to remember is that honesty is what you are looking for.  A new company should gladly tell you that they are new and not give you a runaround when you ask for references.

Some people want to see a company in action before they are comfortable working with them.  Keep in mind that the majority of events are private, and usually companies are hesitant to bring visitors, as this can damage their reputation in the industry.  It is possible, however, that the company in question might be involved in various public events which you can attend.

Booking the event

There is one  thing which you always want from a company you will do business with: a written contract.  Ususally, a deposit will be required.  This locks in your event with the company and schedules them for that date.  However, the contract is what protects you from unforseen expenses.  If a company will not provide a contract, this is usually a sign of future trouble.

What it all means

Booking an event vendor can be easy if you have the right information, but it can be tricky to get the first contact or two.  Hopefully this helps in selecting your vendors.

What tips do you have for selecting vendors?

Any given event has certain needs specific to its audience.  If this is a company picnic or party, these might include social activities which encourage employees to mix and mingle, or performances which involve the audience such as hypnotists or magicians.  For family reunions or weddings, this might be as simple as providing music and a dance floor.

The array of options available can be staggering, so I’m aiming to help you navigate the world of event entertainment as simply as possible.  This week I’m going to cover the major options which are usually available, and next week I’ll go into more detail on how to choose which company/companies to go with.

Activities/Amusement

Hypnotists/Magicians/Comedians

A good entertainer can liven up a party like nothing else can.  Many times, these professionals are hired for during or just after dinner, while your guests are unlikely to be able to mix and mingle.  Depending on your group, this can be a very fun option.  Be certain, however, that the entertainer in question will maintain an appropriate level of conduct for your gathering, as these can be risqué at times.

Casino Parties

A good casino company can add a lot to a gathering.  They involve your guests, allow them to interact, and provide a way to handle prizes.  Also, it allows your guests to have the thrill of gambling without losing real money.  The one thing to make sure of if you would like a casino at your party is that your local laws allow it.  Many localities ban any form of gaming, even without real money being involved.

Inflatables

If you are having a party for families with children, having a means for the children to occupy themselves is a great way to allow the adults to interact.  This covers an array of options from bounce houses to slides, giant obstacle courses, sumo suits, etc.  This is not limited to children, either.  Some inflatables are designed for use by full size kids of all ages as well.  This is a great way to lend a carnival atmosphere to an event.

Karaoke

People like to perform.  Some are good at it, some are not.  And regardless of which you are, people enjoy karaoke.  This is a great option for later in the evening.

Game Shows

Again, an interactive form of entertainment which can be customized to your company.  Since you probably can only handle a limited number of contestants, this might not work for prize handling, but the great thing is that you can customize the game with company trivia.

Music/Dancing

iPod/Boombox

You won’t hear many event professionals recommending this option, for obvious business reasons, but it does have its place.  If you want complete control over your playlist, aren’t particularly interested in filling a dance floor for an evening, and your primary interest is background music, this is a good choice.  An iPod (or any other MP3 player) has an obvious boost over a cd player because of the number of songs it can play. Keep in mind that you should set your playlist up prior to the event;  and while you can shuffle your songlist to add some variety, you’ll have problems if you want to change the song that’s playing at any given time (or add a song that is not in the list).

Laptop

Apple has really simplified the process of providing music. iTunes (and other players, such as WinAmp) has a number of features which add a step above the previous option.  When you have your music library at the click of a mouse, you can drop in music anytime you want it, and reorganize your playlists on the fly.  The downside?  You have to keep an eye on your laptop, and someone familiar with the software needs to take time away from enjoying the event to make changes.

DJ

A good DJ brings extensive knowledge to the table.  They understand the music, and they understand how to get people involved with the music.  In addition, the DJ will usually double as the Master of Ceremonies for events.  They coordinate with the catering and venue staff, as well as with photographers and any other professionals present, to make your event run as smoothly as possible.  If you want your guests to dance the night away, a DJ is a great option.

Live Band

In certain cases, a live band can bring energy to an event that is not possible otherwise.  However, they are not suitable for everything.  Make sure if you have a band that they either cater to the tastes of your guests, or have a wide enough range of music to satisfy everyone.

What it all means

Event Entertainment is a large subject that you can write entire books on.  This is just a small sampling of the available options.  The most important factor to consider as you plan is “will your guests have fun.”  One of the most common mistakes inexperienced event planners make is to consider their own interests and ignore the interests of the guests.  A good way to avoid this is to find what has worked previously, if this is a recurring event, or to ask other people who have planned similar events to share their experiences with vendors and entertainment.

What are some of your experiences with event entertainment?

DJ Jay-Dub
Entertainment Team
The Event Entertainment Experts

Event Planning 101

• Overview
• The Guestlist
• The Venue, Part 1 – Initial Considerations
• The Venue, Part 2 – Location Choices
• The Entertainment
• The Documentation – Coming Soon
• The Food – Coming Soon
• The Decoration – Coming Soon
• The Details – Coming Soon

First, referring back to your guest list, who do you expect to be attending your event?  Is it primarily adults?  Children? Families?

How do you want your event to feel?  Is it a laid back social event or a formal training seminar?

You should notice that all of these questions refer back to the age-old “W” questions you’ve heard since grade school:  Who, What, Where, When, and Why. “Who” should be answered by your guestlist.  “When” and “What”  should be the first questions you answer.  “Where” is what we are addressing in this and recent posts.  “Why” is something you should answer and keep in mind as you plan, as it will shape most of your decisions.

As you can see, these considerations can get very complicated, so rather than list situations and recommending locations, I’m going to list location types with pros and cons of each.

Meeting Hall

This is the serve-all option for event planning.  You can find meeting halls in all kinds of locations and styles; Hotels usually have some form of conference center, many towns and communities have meeting rooms in city buildings and libraries, and school gyms and auditoriums can sometimes be booked.

The main consideration for a hall is what size you need–again, this should be answered by your guestlist.  The benefit to using a hall is how multi-purpose it truly is.  With proper decorations and setup, it can be used for just about any event, regardless of how casual or formal you want it to be.

Another benefit to a hall is that it is not dependent on weather.  It works just as well in rain or snow as it does in good weather.

There are few downsides to a hall, none of which are particularly unique to an indoor location.  When your event has a large number of people, it can get very warm inside.  Also, a hall can have a drab feel to it.  This can be fixed, of course, by decorations, which we will cover later.

Bars and Restaurants

If you are willing to share your event with the general public, a bar or restaurant can be a good choice.  Many restaurants have private rooms for special events.  The upside is that food and drink is taken care of when you decide on a venue.  The downside is that you can’t always guarantee that you will have exclusive access to the venue.  It can also be difficult to hear if there are special presentations being made, again due to the public nature of these facilities.

Parks/Backyards

Sometimes the perfect solution is to have the event outdoors.  If you are having a casual get-together, there are few better opportunities than a picnic or barbecue in a park.  Be wary, however, as these locations are extremely dependent on weather for their success.  If it rains, is too hot, or too cold, your guests will not enjoy themselves as much.

What it all means

As you choose a venue, take into account what you are trying to achieve.  If this is purely a social activity, something casual and family-0riented might be more appropriate than a formal hall.  For a wedding or major company event, you probably don’t want the unpredictability of the outdoors, or at the very least you want to choose a venue that has indoor facilities available in case of rain.  After that, the venue choice is primarily a function of your own taste and anticipated budget.  We will talk about more budgeting specifics in a later post, but the venue should be one of the first things you consider as you decide upon a budget.

Next week, we will begin a multiple post series on entertainment choices.

DJ Jay-Dub
Entertainment Team
The Event Entertainment Experts

Event Planning 101

• Overview
• The Guestlist
• The Venue, Part 1 – Initial Considerations
• The Venue, Part 2 – Location Choices
• The Entertainment – Coming Soon
• The Documentation – Coming Soon
• The Food – Coming Soon
• The Decoration – Coming Soon
• The Details – Coming Soon

The venue is one of the choices which has the most direct impact on your budget, along with catering choices.  There are a number of decisions which need to be made as you decide on a location, all of which will have a huge impact on your actual event.  Today, I will focus on these initial considerations, and in upcoming posts I will focus on specific types of venues, with the pros and cons for each.

There are two crucial questions you need to answer before you can begin your search for  a venue:

1. How much space do you need?
2. What is my desired atmosphere?

How Much Space?

This ties into my post from last week.  This first decision relates to how many people will be attending, as well as what activities you are planning.  Most locations will be able to tell you how many people they can hold, based on a variety of options.

For example, if you are having a lunch or dinner served, you will need a larger space than you would if you are having a conference with just seating.  Again, this information can be easily obtained by talking to the venues you are considering.

The other key element to space planning is to determine what services you wish to provide your guests with.  If you want  a carnival theme, with rides and amusements, you need more space.

What are we doing?

Is this a formal event? Is it a business seminar? Is it a party? Do you want your guests to talk with close friends, or do you want them to mix and mingle?  Is this event public or private?  All of these questions play into what type of location you will choose.  If this is a summer barbecue, a public park might be appropriate.  If, on the other hand, this is a business meeting, a conference hall at a local hotel might be in order.  Weddings (which we will cover once we have addressed the more general events) have a completely different range of options.

What it all means

The key as you move forward in planning your event is to make sure that your decisions fit the nature and size of the event.  Next week, we will cover types of  locations and the considerations that go into choosing them.

DJ Jay-Dub
Entertainment Team
The Event Entertainment Experts

Event Planning 101

• Overview
• The Guestlist
• The Venue, Part 1 – Initial Considerations
• The Entertainment – Coming Soon
• The Documentation – Coming Soon
• The Food – Coming Soon
• The Decoration – Coming Soon
• The Details – Coming Soon

Today we are going to explore what is possibly the most important document to planning any event:  The Guest List.

The reason the guest list is so critical is that it tells you how many people to plan for, and gives you crucial demographics for your planning decisions.

Event Scale

The first question the guestlist answers is how many people will be at the event.  This plays into several key decisions.  The first is physical–how much space do you need?  With a well-made guestlist in hand, you can determine if a venue you are considering can support your event or not, thereby narrowing the list of venues to choose from.  Some may be too small, while others may be too large.  In addition, this list can help you establish your budget.  Many fully staffed events (catering, entertainment, and decorations) can cost $100 or more per guest, depending on how lavish your plans are.  I have found over the years that $100 per guest tends to be a decent starting point, but it can easily be much higher.

Demographics

This has more to do with who will be at your event.  Utilizing Age Groups and cultural breakdowns can help you make choices regarding the food and entertainment, and even decorations in some cases.

What it all means

Guestlists are a wealth of information you will need at almost every stage in planning your event.  It is crucial to establish a ballpark figure for the number and breakdown of guests early on in the event planning process, which can be refined as you go.

Also, realize that the guestlist is a living document.  The only “Finalized Guestlist” you are likely to have will be the one after your event is over.  Some people will show up unexpectedly, others who said they would be there will not.  It’s a fact of life.  Don’t stress over it.  The list is designed to make your job as a planner easier, not harder.

Next week, we will dive into the meat of Event Planning, starting out with venues!

Happy Planning,

DJ Jay-Dub
Entertainment Team
The Event Entertainment Experts

Event Planning 101

• Overview
• The Guestlist
• The Venue, Part 1 – Initial Considerations
• The Entertainment – Coming Soon
• The Documentation – Coming Soon
• The Food – Coming Soon
• The Decoration – Coming Soon
• The Details – Coming Soon

The key to event planning is to keep asking the following question: “What will my guests remember?” This series of posts will address this question on a number of the most crucial topics and decisions that need to be made as you plan your event.

This is intended to be as generic as possible, so that it can be of use to anyone with any event. Eventually, I will cover specific types of events (weddings, holiday parties, etc.) in much greater detail.

I am going to be posting these in a relative order of importance; some overlap with others, and almost all will be connected in multiple aspects. As we proceed, you will learn about the following topics:

The Guestlist

Before making decisions about location or anything else, it is important to at least have a feel for who will be attending your event, and more importantly, how many people you will have.

The Venue

Once you have an approximation of how many people you would like to attend your event, your need to find a place which can accommodate your needs and guests. This topic will cover considerations that need to be made in this regard.

The Entertainment

One of the most critical choices you will make as you create a memorable event for your guests regards the entertainment. Do you want a live band? Performers? A DJ? I will delve into this in great detail.

The Documentation

Most events will require some form of documentation, either videography or photography. I will discuss important factors in selecting a professional to help you.

The Food

Feeding your guests is always a challenge. I will help you navigate the array of catering options.

The Decorations

Simple or elegant, the decorations set the mood for your event. I will explain the various options.

The Details

Even when you have a perfect event planned, there are still pieces to work out. I will explore last minute and day-of considerations here.

I look forward to the next several weeks as we explore this immense topic.

DJ Jay-Dub
Entertainment Team
The Event Entertainment Experts