John Thompson asked:


Catering is the profession of furnishing food at a remote location. The catering trade has grown over the last few decades and now food services along with event planning seem to have been combined into a catering conventions industry.

While providing food is still a fundamental point, the broad duty of catering conventions is now planning a full service that satisfies the senses of sight, hearing, touch, smell and taste. Catering shows involves furnishing an atmosphere, both professional and colorful. From the dcor to the glassware, to the food and dining areas, a caterer is assumed to get everything just right.

At such outdoor conventions as concerts, workplaces or other public spots mobile catering is used, which sees the serving of food from a vehicle or cart. There is also industrial catering, which provides shows for schools, prisons and other institutions. Airlines also have catering conventions services whether by contract with a caterer or through their own division. However, the cheaper the flight the less costs is devoted to catering, and usually full menus are dropped in favor of snack items.

For the most part though, catering events is reserved for big occasions, like weddings, conventions or banquets. A conference caterer may serve food him or herself, with a hired staff, or may set up a self-serve buffet. Food can be prepared either at the conference or beforehand depending on the menu.

Catering conventions also involves setting up tables, the dining area and decorations in addition to the food. One who knows how catering events is handled, should know how to prepare food and how to make it look eye pleasing and professional. Weddings for example, need working with one context of color scheme.

The cost of catering shows is usually determined by how many guests will be accommodated. The professional who is catering shows should also be shrewd about funds, as he or she must keep the cost of the event below the rate in order to make any profit.

As far as catering conventions go, there are two skilled choices: independent caterers and companies who provide catering along with other services. The number of guests would select the final cost of the service. Most caterers charge a set price per person which covers all of their expense including food and beverages. The price varies based on what you want served, obviously a cocktail party with appetizers would be more economical than a three course dinner.

Caterings shows can be done online. Some companies make catering arrangements online while others can deliver an entire catered product to your place of residence or any other setting you choose. When throwing a big conference, be sure and choose a professional caterer with high standards so that the menu and the look of the party will be of the finest quality.



Constance

Sue Jan asked:


One easy way you can cut cost is the time of day you decide to have your event. For events such as weddings or birthdays or baby showers, holding them in the afternoon definitely puts less of a dent to your pocketbook. You would definitely have lower expenses for afternoon events which require less food and catering such as light snacks and beverages such as punch or tea or coffee, as opposed to full course meals and full bar for evening events.

Another factor to consider for event planning is whether you need to hire a caterer. For small events, you could probably get away with most of the planning and cooking by yourself. However, for bigger sized events, caterers can provide invaluable assistance.

If your event planning budget is really tight, then probably the best idea for slashing cost in the food area is to host a potluck where every guest supplies either food or drinks, with some bringing salad or entrée, and others bringing soda or wine. The event planner needs to communicate and coordinate closely with the guests so that there is a nice variety of food and drinks with something for everyone, and also so that guests do not bring similar dishes. This is a wonderful way to include all the guests in the event planning process, and guests usually delight in the fact that they are able to contribute and be a part of the party.

Food is not the only area where you can save on. You can also focus on other areas such as the entertainment or the decoration. For example, for children’s birthday parties you can ask parents, friends or relatives to entertain the kids with simple songs or magic tricks, or to make balloon animals or to hold water fights.

Decorations also do not have to break the bank. For example, for children’s parties you can buy a bunch of balloons and streamers. Or for a garden party, instead of buying expensive outdoor lighting that you probably will never use again, you can buy a couple of outdoor torches and use the outdoor lights that usually adorn your trees and bushes on special occasions in your garden to create beautiful, soft lighting. Your guests will never know the difference between expensive and cheap lighting, and probably won’t even care as long as the ambience is cozy and the party fun.

Putting careful thought into planning the event would allow your dollar to go a long way yet still allow you to hold an event that is great fun for everyone.



Megan

Ena Taylor asked:


Functions and events are important for companies to reach their public-consumers, trade partners, suppliers, investors, and employees. In the past, companies usually formed committees to handle and organize their functions and events. With today’s fast-paced corporate atmosphere, however, companies can no longer afford to give choose employees additional workload that would take them away from their initial responsibilities when they need to handle the functions and events increases to generate publicity and launch dissemination campaigns.

Arrangements of Function and Event Planners

Thus, a relatively new profession emerged – the event planners, otherwise known as function planners, meeting managers or organizers, event organizers, conference coordinators and special event coordinators.

The major responsibilities of event planners are to plan and organize events. From corporate functions such as trade shows, product launch, sales conference, and annual conventions to competitions, festivals and award nights to grand celebrations like Christmas parties, wedding ceremonies, anniversaries, etc.

Company Event Planning Needs Careful and Proper Management

Event planning encompasses conceptualization, budgeting, logistics preparation, and implementation. This career needs communications, time management and organization skills as this profession entail substantial coordination and management. Logistics, for one, includes selection and reservation of event venue, décor, acquisition of permits, manpower, entertainment, facilities, tables and chairs, guests, security, food, parking, transportation, and cleanup.

With the aid of event planning companies, corporations are able to hold distinct events and corporate functions without having to handle the intricate details. Commissioned on a per project basis, companies don’t require retaining employees for these specific functions. With effective event planning and event management techniques, these companies can save your time as well as money, priortising your important needs when broadening your chances to secure the right site and suppliers.

As the technology has developed very far, there are plenty of event planning companies that are offering event organizing services that suits your budget as well as needs.

NYC Venue Guide is dedicated help you to find a perfect event planning company according to requirements. They have a huge host of event planning companies to select from. If you are looking for event planning company then NYC Venue Guide is the right to find one for you.

The key to a great event is a great event planning company!



Crystal

John Thompson asked:


Setting up a conference but having no idea how to plan one is overwhelming and that is where bringing in an event event planning professional will not only make the convention run smoothly but also save you a lot of time, struggle and migraines.

A event consultant is experienced in convention planning and the unending number of items that need to be discussed and managed. Hire an event-planning consultant that has many years experience with conventions.

A get together event planning service consultant understands that often you need more staff to accomplish all the jobs required. They have project managers working for them that can become your right hand by giving you their experience and know-how, which allows your staff to manage their own responsibilities.

This not only boosts your staff temporarily but also gives you experienced people that answer to you, so you still manage and control the event.

The event event planning organization you hire will work with you to determine the conference event goals, the size of the get together, event type, and attendance statistics along with all the other event elements. This information helps the team prepare a detailed plan with many options and practical plans. These specific plans will meet your requirements and goals.

It is the conference event planning services role to establish detailed timelines, monitor them and update these timelines regularly so you stay within a certain period, as this is an exceedingly central facet of convention event management.

Staying within budget is not only exceedingly important but also adds to the success of the conference. The conference event planning team works with you to confirm a budget and then monitor and manage it. This is ongoing and compares the actual expenses to the event budget so there are no surprises when it is over.

If you are planning a gathering, it is best to hire a conference even planning team as they can make the difference between achievement and catastrophe.



Sam

gardnerwilkinson asked:


Planning the perfect corporate event, holiday party, team building event, employee appreciation day, company picnic, family reunion, fun fair or other special event is an easy task when working with a professional event planner. Many people planning special events are overwhelmed with fitting event planning tasks into their schedules, especially if it is their first time producing an event. The first place to start is to find a reputable professional planner you feel comfortable working with. Planners are easily found by asking others who have planned events in the past, reading company bios on websites and asking companies you are interested in working with if the planners and staff they employ have had a background check. It is a good idea to speak with more than one planner if this is your first time planning an event. When selecting a professional planner, it is important to evaluate whether you are in need of an outdoor event coordinator, indoor event specialist, games assistant, meeting planner, caterer, etc. The individual you choose to work with will depend greatly on the type of event you are interested in producing. Once you have selected an individual or event planning company, the party details will begin to fall in place. Event planners will focus on executing four main areas of fun. They include: catering, music, games/rides and tents/tables/chairs.

When selecting catering for your event, a planner will evaluate the type of event participants are attending. For company BBQ’s, onsite cookouts, or catered luncheons, a casual atmosphere is necessary which may entail typical picnic foods such as hamburgers, hotdogs, chicken ******* and side salads. For upscale events such as client appreciations, open house, grand openings and the like a more sophisticated menu would be needed. In some cases, special dietary concerns will need to be factored into the types of foods you choose to include. (i.e. vegetarian, kosher, allergen foods, etc.) It is important to discuss any food limitations your event may have with your planning professional. A decision must also be made whether or not to provide a full meal, several course meal, fun foods, dessert/coffee or appetizers. A professional caterer will work with you and your event planner to help you to select the foods appropriate for your audience and ensure success for your event. If you select a full service event planner, they will help guide you in finding a catering partner. Often times, full service event planners work with several catering companies and will know by the description of your event which company will best suite your needs.

Selecting the right music for your audience is essential in ensuring your guests have a memorable and enjoyable experience at the event. When hiring a DJ, MC, band, specialty act or musical group it is important to assess the underlying goals of the event. Do you want to select an interactive DJ to provide activities for children? Would your guests respond well to hula dancers, a Mariachi band, Dixieland band or cover band? Do you want your music to accompany your event theme? Are you looking for background or forefront party music? Do you want people to dance? Do you need a dance floor or not? Do you want your DJ to offer guests bingo or other interactive activities such as the chicken dance, hokey poky or hot potato throughout the day? How you would like your musicians or DJ’s to dress for the occasion? Many questions must be answered before making your musical selection. Once these questions are answered you will be able to work with event staff in producing the perfect event! Selecting the right music is crucial as you want to make sure not to annoy or offend any of your guests, therefore, you will want to have direct input on the choices of music for your event thus eliminating any unwanted surprises or negative outcomes.



Dolores

IC asked:


As the host of an event, you have many options for planning and securing the arrangements for your personal or corporate function. These range from simple consultations to fully managed special events in Florida and corporate events. But as experience has shown, the best success is enjoyed when one service is combined with another, so that the end result is a seamless, smooth, cohesive event that goes off without a hitch.

It’s All In The Food—And Delivery

As much as you would like to think your event—its purpose and message—rules the day on its own, this simply is not true. In addition to being a part of your event, your guests and participants expect to be entertained and satisfied (and we all know that means fed, even if your buffet is a simple matter of refreshments and hors d’oeuvres).

Choosing a menu that will fulfill both your expectations and the expectations of the people at your event is elemental to the impression that your event will make, and integral to its success. However, choosing a catering company is not just about choosing what kind of food you eat. It is also about

* Choosing a catering company with a reputation for excellence

* Choosing a catering service that is committed to quality

* Choosing a caterer that has a steady track-record of success and client satisfaction

* Choosing a catering company for events that offers a menu befitting of your event, its theme, and your culinary interests—with enough diversity to satisfy the tastes of all your guests

But of course, being able to produce great food is not enough. You also need to hire a caterer who

* Is capable of catering for your size group (whether it is large or small—you do not need a caterer who provides too much or too little of a good thing)

* Can work within your event budget

* Is capable of working with serving, waiting, support, and event staff

* Is flexible and open to changes (to a practical extent) to meet the needs of your Florida event

Stressful and frustrating are two words that come to mind when one thinks about all that really needs to go into choosing and managing a caterer for an event. Both can be eliminated with your event planning insurance policy.

Your Catering Insurance Policy: Your Event Planner

A select group of professionals are experts at choosing a caterer for an event, at assisting menu design, and at managing event catering from the planning to delivery stages. That group? Professional event planners.

A good event planner will come with

* Knowledge of local catering options for events

* Experience doing business with a variety of caterers

* Management skills to ensure top-notch catering service delivery

* Speed and efficiency—with the worst weeded out of the realm of possibility, only the best catering services will be offered to you (yet still firmly within budget and need)

* Budgetary management skills to help fit the cost of this important element into the overall event

* The time to dedicate to your event, and the attention to excellence in customer service

Given the partnerships that experienced event planners have built with local catering services, the skill of budget and negotiation, the experience selecting the right menu to match the right theme and event, and the dedication to the success of their clients, event planners are the best resource for catering and event planning. With the right event and destination planner, yours will be a raging success of a day, in just the way you want it to be.



Leroy

John Thompson asked:


An event planning checklist is highly important when it comes to organizing a baby shower. If you are in charge of arrangements, there are many details so an event planning checklist is definitely the way to go.

About six weeks before the baby shower, start planning the event and details so you the last minute is not a rush condition. On your even planning checklist for the shower, you can:

1. Find a suitable location for the baby shower

2. Choose a date for this memorable event

3. Make up a guest list so you know how many people are invited and you do not miss anyone

4. Decide on the baby shower invitations

5. Plan the menu so you can prepare the food ahead of time

6. Select a baby shower theme such as balloons

7. Recreational activities should be decided upon

Approximately two or three weeks before the shower, you should put on your event planning checklist the following: – Mail out the baby shower invitations – Make your ultimate choices and test your food menu – Purchase the materials for decorating – If you are producing a baby shower cake, find a great recipe or if not, order your cake – If you are having party favors, craft them now

You are on event planning checklist countdown now at one week before the baby shower. If the shower is held in a hall, or somewhere else, double-check the reservations. Make sure you not only have the final guest list but also have enough seating for all the guests. Buy and wrap gifts you are giving for the shower.

The day before the shower set up any table and seating needed, decorate, purchase the drinks and set out any supplies. Finally, on the day of the shower, your even planning checklist should have: pick up any food or cakes ordered, put out food, set out a notebook for listing gifts and enjoy the party.

An event planning checklist is exceptionally important for special events, and should be given top priority before getting started with any event.



Tamara

Kate Smalley asked:


Event planning can turn even the most capable person into a ball of nerves. But if you’ve been selected to plan your company’s next holiday party, awards banquet or open house, relax. Our helpful tips can make the process go more smoothly and successfully.

Initial Considerations

First, consider how you want your event to look and feel. Think about: What kind of event are you holding? Who will attend? What is the reason for the event or celebration? What do you hope to accomplish? Do you have specific goals or outcomes that you expect? Keep in mind that your event should generate goodwill, excitement and enthusiasm about your company. You should use it to grow your business and as an opportunity to strengthen relationships with employees and your clients and customers.

Planning Your Event

Once you’ve defined the basic parameters, then you’re ready to proceed with planning.

• Make a checklist – Create a checklist to provide a step-by-step guide to organizing and executing a special event.

• Develop a budget – This will provide you with a financial “blueprint” for the event. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations, etc.) as well as expenses such as printing, permits, insurance, speakers, food, supplies and security. Maintain good records, keeping track of all income and expenses. Also, expect the unexpected, extra expenses will come up — so plan ahead.

• Schedule facilities – The location and site of your event is critical for success. Selecting a site is more than just finding out what rooms are available. There are many factors to consider, including room capacity, whether you’re having an in/outdoor event, if there are special needs for ramps/elevators, if you’ll need a podium, stage or special equipment, and how many tables and chairs will be necessary for guests.

• Have plenty of food and drinks – What kind of food will you serve? Lunch? Snack foods? Dinner? Buffet? Sit down? What kind of beverages will be available? Will they be served in a can, punch bowl, or some other way? If you intend to serve alcohol, ensure plenty of designated drivers are available to transport those who may be unable to drive home.

• Plan publicity/marketing – Great publicity and marketing are the key to a successful event. There are many different methods you can use to get the word out about your program. Determine who you want to attend and then target your advertising accordingly. Consider supplementing paid advertising with inexpensive fliers, handouts, email messages and word-of-mouth.

• Book a speaker/entertainer – Consider the following factors if you are planning a speaker, entertainment, or facilitator for an event: Who is the agent/manager for the speaker/entertainment? Does the speaker/entertainment appeal to a broad audience? How many people are expected to attend? Does the speaker/entertainment have special technical requirements for their presentation? Does the artist/entertainment require hotel or transportation arrangements?

• Arrange for parking – If you’re expecting a large number of guests, ensure there is ample parking. The parking you select should be easily accessible to the location of the event. If you have delivery trucks, caterers or special equipment being brought to the event, you will need to make sure everyone knows the best location for unloading.

• Evaluate the event – One of the most ignored, yet important, elements of project planning is evaluation. If you want to determine how successful an event is, you’ll need to collect feedback from participants. Create an evaluation form to hand out (and, if possible, collect) at the end of the event. To encourage participation, your evaluation form should be anonymous and short.

• Make reflections – Once your event is over, take time to reflect back on it. Also consider the entire planning process and the feedback provided on the evaluation forms. Reflecting back will help you improve the event for the next time.

Regardless of the type of event you’re planning, make sure it’s meaningful and celebrates your company in a uniquely positive way. This will make your event an affair that is truly a successful business bash!



Constance

Qutation Junction1 asked:


Many people consider Times Square the center of the Universe.  It certainly is the center of New York.  And while it is not possible to bottle up the experience of being amidst all the lights, noise and energy and take it home with you, in corporate event planning, there are fresh ways to create or enhance the “New York Experience.”

 

Corporate Event Planning- New York Style has all the qualities you associate with the “city that never sleeps.” Just like the city itself, Corporate Event Planning- New York Style is based on energy, diversity, humor, action and heart.

 

Reception

 

How about a way to combine a lively welcome reception with your New York souvenir shopping? Begin with blown up images of Times Square and Broadway displayed around the perimeter of the event space, creating a sense energy and fun.  Gift shop souvenirs are artfully arranged on cocktail tables, hi-tops and bars and become not only décor and conversation pieces, but also give-ways that attendees can leave with at the end of the evening.  Napkin ties are made from souvenir key chains, pre-stamped NYC postcards are scattered about bar and buffet tables, coffee is served in “I (Heart) NY” mugs and Statue of Liberty and Empire State statues or NY skyline water globes are cleverly displayed as table centerpieces. 

 

The entertainment for this evening is also inspired by the Times Square surroundings.  Acts and walk-around characters moving through the event include the ***** Cowboy, bucket drummers, break dancers, caricaturists, 3-card monte players, a classic NYPD officer character, a cab driver, watch salesman character… and even a Hot Dog Vendor.  A great band, street musicians and fun activities will round out the experience.

 

Group Activity

 

New Yorkers are always searching for the perfect bagel. A unique, interactive group activity is the “Build your own Bagel” experience.  All of the ingredients are on hand; fresh bagels, cream cheese, smoked salmon, red onions and tomato.  An engaging, lower east side deli character leads the activity, giving instructions and entertains the group with instructions on how to talk like a New Yorker as well as how to build the perfect bagel.  He begins with an oversized blueprint of the perfect bagel architecture – pointing out the finer points of the perfect New York Bagel.

 

Evening Event

 

Corporate Event Planning- New York Style incorporates all that is New York. One idea for an evening event is to create an experiential journey through the diverse arts of the city.

 

Not much surprises New Yorkers; it’s a city of coincidences and a city of contrast. Where else can one see an afternoon performance at the Met then catch the subway to Soho to hear an a cappella group serenade in high street-corner style? Or, watch the ballet company at Julliard dancing past the window behind the hip-hop crew in the courtyard.  That unique dichotomy is the inspiration for this evening event – a celebration of the artistic diversity that exemplifies New York style.

 

The evening event concept features a series of New York City vignettes covering all the many flavors of entertainment that makes New York so vibrant.  From the spicy and passionate Latin dancers of Spanish Harlem, to jazz and opera at Lincoln Center, from a Street Corner Symphony in Soho to the lights of Broadway, you experience true New York style.



Charles

J Mikula asked:


Are you looking to host an event, party, conference or workshop?  If you have done so before, you know event planning can be a headache.  And, if you haven’t, you’re probably already overwhelmed!  Continue reading to discover a checklist that will help you ensure you’re prepared for your upcoming event.

Nail down the basic information.  Be able to answer these questions:

1.    What is the purpose of your event?  (Informational, fundraiser, social, etc.)

2.    What is the name of your event?  This should be catchy but relate to the purpose of your activity.

3.    When will your event take place?  (Date and time)

4.    What is the draw – a performer, speaker, fundraising activity?  If a person or group needs to be booked, are they available?

Determine what the physical needs for your event are.  What about:

1.    Physical space – Will your event take place at a banquet, conference room, dance hall?

2.    Tables and chairs?  If you’re having a meeting, presentation, or a dinner, how do you want the tables arranged?  Consider this when evaluating venues.

3.    Food and drink – will a meal be served?  Snacks at breaks?  Beverages?  Sometimes this is bundled with your location, depending on location; otherwise, you may need to book a caterer.  This is a good thing to keep in mind when booking a venue.

4.    Equipment – will you need any audiovisual equipment for the event?  Possible equipment includes televisions, public address systems, computer projector and screen, overhead projector, and so on.  Will your venue supply such equipment, is it available elsewhere, or do you need to rent it?

5.    Security – is your event large?  Do you need a safety and security staff to ensure the well-being of your guests?

6.    Lodging – is your event a multi-day affair, will guests be traveling long distances, or could guests be too tired or intoxicated to make it home?  Consider reserving a block of rooms at a nearby hotel to make available to your guests.  At a minimum, include information on nearby lodging in the materials you send to guests.

7.    Transportation – How will your guests get to and from your event?  Will they drive themselves, and, if so, is parking available?  Is public transportation available?  You may wish to use a coach hire service to provide transportation for your guests.  This is especially advisable if alcohol is to be served at your event.

Advertising

1.    Do you need to advertise your event?  This may depend on the goal of the event and the intended audience.

2.    If so, create an advertising budget and goals.  Is the event public or private?

3.    Identify advertising methods – email and the web?  Radio?  TV?  Newspapers?  The correct medium for you will depend on the type of guests you’re trying to recruit.

4.    Design and distribute your ads, emails, letters or so on with adequate time to receive responses.

Last minute details

1.    Confirm details with the venue, caterer, transportation service, etc.

2.    Confirm any talent (band, speaker, performer, etc.)

3.    Confirm equipment needs are met and all equipment is working properly

4.    Review and confirm the guest list

5.    Get a good night’s sleep!



Juan