Event Planning Chapter
Main Topics
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Timing is a crucial component of any successful event. If the site
walk-through was conducted months ago, it is a good idea to schedule
another one a day or two before the event to make sure that the original
mapping still works (has a parking lot that the
caterers planned on using become a construction
zone? Has the fountain that was supposed to be the focal mingling area
of the cocktail reception been shut down for repairs? ). The caterer,
the event coordinator and the site manager should all have a run sheet
for the day of the event that specifies such things as:
- Delivery times (and who is responsible for making deliveries)
- Delivery Zones and Parking
- Set-up access to venue, including kitchen
facilities
- Storage areas
for hot food, cold food, beverages, ice, linens, plates, glassware,
& utensils
- Staff arrival times, entry points, and storage
facilities for street clothes and valuables
- Set-up times for décor, food and drink serving stations,
table placements, linens, place setting, etc.
- Guest arrival time lines
- Beverage service timelines (i.e. at start of event,
four bars are open to greet guests, then two are closed when food
service and/or presentations begin)
- Food service timelines coordinated with any speeches and presentations
- Take-down times (will staff stay if event goes later than planned
and what are the over-time charges?)
If the event has multiple meals planned, create a run sheet for each
meal, along with a tracking sheet for the entire course of the event
and make sure that all the key parties have copies for quick reference.
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Event Planning 101
Chapter 3: Food & Beverage
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