Regardless of the occasion or the size of the guest list, planning and hosting an event can be a daunting task. A seemingly endless stream of ‘to do’ lists and last-minute jobs can seem overwhelming even for the most seasoned host.
Fortunately, a bit of insider’s knowledge is all that’s needed to create a memorable function which runs smoothly and allows everyone to enjoy themselves.
After catering for numerous highly successful events, the professionals at Wild Roquette Catering have compiled a list of their favourite hints and tips guaranteed to make every host’s job much easier.
:: download hints
• Look at your venue - do you have…?
• access for staff and equipment drop-off prior to guest arrival
• easy and clear access for guests (is it a security building, are there gates, dogs?)
• a shaded area and shelter for guests, if outside
• plenty of bench space and refrigerator shelf space in the kitchen
• bar/drink space with sink handy
• accessible parking
• electrical circuits that will handle cooking, music, lights, etc
• adequate outdoor lighting, if evening event
• designated places for cigarette butts – ashtrays or sand pails
• clear and obvious access to bathrooms
• a designated place for coats, bags
• appliances (oven, bbq, refrigerator) that are in working order
• tables for guests to set drinks and food down
• chairs for older guests, those with children or guests who would like to sit and chat
• special decorations, flowers, candles, lighting, music
• plenty of gas for the BBQ
• an alternative venue in case of wet weather, if outside venue
• a clean and well-stocked bathroom
• a designated present table, cake table, guest book table, etc as needed
• trash cans
• knowledge of any other local events that might effect your guests’ ability to get parking, navigate traffic, book accommodation, etc
• a noise curfew or restrictions on event timing
• a clear understanding of the terms of your venue hire contract, if applicable
Talk to your equipment suppliers, venue managers, hired staff – have you…?
• been introduced to your hired staff and given a ‘point of contact’ person who will address any issues
• mentioned special event themes, fancy dress, if applicable
• let them know if it’s a surprise party, keep them quiet and unseen!
• asked them if equipment and/or staff are available for longer if needed - What’s the rate
• clearly communicated what you expect from hired staff
• double-checked times, dates, locations, price and payment requirements with all suppliers
• asked for and received WRITTEN quotes, confirmations or statements
• compile a master list of contact names and numbers for all key suppliers
• advised hired staff of the timing of speeches, cake presentation, food service start/end, as needed
• been told of any ‘tricks’ to using the venue appliances, equipment, door locks, smoke alarms, etc
• pointed out the guest(s) of honour and asked hired staff to specially attend to them
• alerted staff to any special food or drink needs among guests (children, vegetarians, people with mobility impairments)
• shown staff the layout of the venue and the all areas where guests are likely to congregate
Everyone loves to eat – do you have…?
• Enough food for the event’s time of day and the length of the function - your caterer should give you help with this
• Food choices for any vegetarians, gluten free dieters, kosher observers, etc
• A cake, if needed
• Tablecloths, cocktail napkins, cutlery, crockery if not supplied by caterer
• Kids food at adult parties and adult food at kids parties – you never know who will turn up!
• A good mix of food types – seafood, vegetables, meat, sweets
• Party-friendly food that’s easy to eat while mingling
• An idea of the order in which food will be presented - will you have food set out when guests arrive?
• Considered the photographer, the band, the dj and/or the marriage celebrant in your guest count for food
Partying can be thirsty business – have you…?
• Considered non-alcohol drinkers - plenty of water, soft drink and juice on hand
• Purchased a range of alcoholic beverages – white wine, red wine, low alcohol beer, regular beer, champagne, liquor
• Made sure you have enough glasses for all beverages – budget for about 25% more glasses than number of guests
• Asked your catering staff to clear empty glasses often – they can wash glasses if you run low.
• Dedicated a good amount of space to a bar set-up, if needed
• Decided where you will store drinks so that they will be cold but accessible - Do you need bins with ice?
• Bought plenty of ice for chilling beverages and for making mixed drinks
• Decided where BYO coolers and eskies will be left by guests
• Provided BYO cooler tags and wine charms to make it easy for guests to keep track of their drinks
• Asked your caterer if cocktail napkins will be supplied or if you need to purchase them
• Considered placing an antipasto or cheese platter near the drinks to encourage drinking guests to eat
• Designated a spot for recycling bottles and cans
• Got extra bottle openers and bar accessories handy
• Planned for spills and accidents, made your furniture and carpet stain resistant, cleaning supplies handy
• Let your bartender know of any special guest drink preferences and have supplies on hand
• Watched your guests to make sure they don’t drive if they shouldn’t be on the road
• Got on hand the number of a taxi company if needed
• Thought of drink accessories and garnishes – cocktail umbrellas, drinking straws, limes, olives, etc
• Purchased mosquito repellent
• Told your neighbours to expect a bit of noise and traffic (or invited them along!)
• Created a safe play area for kids and an open, cushioned space for toddlers and babies
• Designated a comfortable and quiet room for sleeping children¨
• Stocked up on Tupperware to store leftovers (and labelled them with your name if sending food home with guests)
• Got cash on hand in case you need to make a quick dash to the corner store•
• Purchased birthday candles, if needed
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