Successful Event Planning
So you are ready to have that party or big event, and you want someone to cater it. Before you make that call, you need to do a bit of work yourself.
Use the following checklist to ensure a positive experience both in the planning process and for the party itself.
Choose a date for your event. If at all possible, begin planning no less than five to six weeks prior to your event.
Get at least one other person to help with planning and execution, even if you think you can do it all yourself If you have a special guest - or there are guests on your list whose presence you particularly desire - make sure the date is convenient for them.
Prepare a timetable for all tasks, leaving as little as possible for the day of the event. Include space in your timetable for things that might go wrong.
Decide on your budget and choose a theme - or have a number of themes in mind. No need to be extravagant, but don't under-budget either. It is true that "You get what you pay for." If having your party catered, save money by doing your own decorations for example.
Contact your caterer no later than four weeks prior to your event. If planning on having a band, event photographer, this should also be done at this time. If renting a space, contact and confirm the location prior to contacting the caterer, band, etc..
Extend invitations, either by phone or by written invitation. If possible, allow at least ten days for an RSVP. Give clear RSVP instructions, making sure that you give a clear deadline date for responding. For those guests who do not respond by your deadline, follow up no more than one to two days after the deadline.
Make all the arrangements for any space rental, entertainment (such as a band or DJ), catering, other hired help (such as cleanup staff), photographer, flowers, or other large expenses and commitments at least two weeks before the event.
