Not all parties are thrown within the comfort of your home. Sometimes we have important occasions we would like to share with more people than our homes can accommodate, such as anniversaries and weddings or milestone birthdays. Then there are corporate events that bring together clients and counterparts for an evening. And fundraisers and galas to raise money for specific charitable causes. So a banquet is in order!
If you ever find yourself responsible for planning a banquet, be it a personal celebration or an event held by your workplace, don’t be surprised by the numerous tasks that suddenly land on your plate, or the enormity of each task. There is a way to get through it all, we promise. So, strap in and ride the wave with us. There are some super useful tips and tricks below that will help you throw a beautiful banquet…
Gain clarity on the purpose
It’s easy to be clear about the purpose of the banquet or event if it is a personal one. But should you be planning one for your employer, or an initiative, it’s important to sit down with the bigwigs and understand what they hope to achieve from the event. Do they want clients to just have a good time? Do they want to present an award or felicitate someone? Is fundraising the motive? Understanding the purpose will form the basis on which you will make all decisions.
Determine a budget
This is the not-so-pretty part about hosting an event. The budget can be a point on contention, especially if there are two or more contributors. Either way, having a budget discussion is required as this will help you determine how much you have to spend on every aspect of the banquet and how much wiggle room you have.
Theme up
Every party or event nowadays has a theme. It could be related to the initiative or charity that you are planning the banquet for, or it could simply be a colour palette for decorations that needs to be decided on. Quite often, themes can also determine the venue, the menu, the kind of seating arrangements you have and the little details that make the banquet special. So pick and theme that fits into the budget and look up ideas on how to incorporate the theme the venue of the event.
The venue matters
If you’re planning a nautical-themed event, having it by the sea or on a yacht will be more ideal than doing it in a garden. Likewise, having a garden-themed party indoors doesn’t quite make sense. So choosing the apt venue is necessary as it will set the mood for the event. Also, make sure the venue can seat the invitees comfortably. Enquire about facilities provided by the venue, such as buffets, sound equipment, lighting, stage, etc.
The guest list
Many would say that the guest list is the first thing to tackle while planning a banquet. But there can be a benefit in chalking out the guest list after determining the budget, especially if the budget is a small one. When making the guest list, create several circles – family, friends, second circle, third circle and so on. This type of categorising even works when it comes to corporate guests. This will help adhere to the number of guests that can be accommodated within the budget and at the venue.
Food’s the best part
The food has to be good, and for that you need to pick the right caterer! This is worth splurging a large chunk of your budget on. The quality of the food and an assortment of options spanning different cuisines will ensure your guests enjoy hearty meals. Take into consideration dietary preferences such as vegetarian, vegan, dairy-free and gluten-free options.
Decorators can decrease your load
If it’s simple decoration you are after, it’s possible to join hands with a few friends and colleagues and execute it. However, if the theme is detailed and requires a lot of little elements, it’s best to hire a decorator who can create the mood and vibe you are going for. This will help ease your schedule on the day-of.
Day-of setup
Make sure you’ve ironed out setup details for all your vendors – caterer, sound technician, decorator, etc. – with your venue and put your venue contact and vendors in touch directly. Also, make your seating plan clear to the hotel before hand. Arrive ahead of time to ensure everything is done as required.
Plan B
We hate Plan B’s because we put our hearts and souls into Plan A’s. However, having at least a rough idea of what you would do in case things don’t go as planned is a good space to be in. Especially if your event is outdoors and say, it rains. Maybe having a tent on standby or an indoor location where you can shift to at the last minute will keep you better prepared.
