| A successful function, be it a wedding reception, | | | | personnel, cleaners, etc. |
| seminar, product launch or conference, demands | | | | - Food & Beverage - the menu, wine, beer, |
| adequate and detailed planning well in advance. | | | | spirits, mixers and ice |
| Even though most of the intricate details will generally | | | | - Catering equipment hire - furniture hire, crockery |
| be outsourced to dedicated companies like an event | | | | hire, linen rental and the hiring of glasses, bar |
| management company, catering hire company, | | | | equipment and kitchen equipment |
| professional photographer and PR company, it is the | | | | - The invitation - design, printing, addressing and |
| realm of the hostess to ensure that everything is on | | | | posting |
| track for the big day. | | | | - Entertainment - DJ’s, bands, wiring and sound |
| When initially planning the event, it’s crucial to | | | | - Publicity - press releases, invitations to journalists, |
| understand the primary objective behind the function. | | | | press kits and photographers |
| This will help immeasurably when making the final | | | | Plan well in advance |
| decisions on F&B, entertainment, décor and | | | | Ensure you have given yourself more than enough |
| catering equipment hire. | | | | time to get everything under control. It’s |
| Prepare a checklist | | | | possibly a good idea to start planning the event at |
| It’s always a wise idea to have a detailed event | | | | least 6 months ahead as premier UK venues tend to |
| plan or checklist that you can go through on a regular | | | | get booked up well in advance, as do leading |
| basis and once you have achieved or confirmed each | | | | caterers, planners and photographers. |
| category, check it off the list. With a quick, cursory | | | | Don’t rely on recommendations alone. Ask for |
| glance it’s then possible to see which categories | | | | samples of food, photographs, flower arrangements |
| still need your attention. | | | | and so on and, if possible, try and interview as many |
| Pointers to include are | | | | of the people you are intending to outsource. |
| - Event venue - decor, lighting, flowers and additional | | | | Learn to delegate |
| space considerations, such as whether a marquee or | | | | Lastly, learn to delegate. There is no point in |
| dedicated exhibition area is required | | | | outsourcing to specialists if you are constantly looking |
| - Transport & parking - Will the guests arrive | | | | over their shoulders and second guessing them. Be |
| privately or be ferried in by luxury coach or limo? Is | | | | perfectly clear, however, who is responsible for the |
| there adequate parking and are parking attendants | | | | publicity, insurance and safety and security of your |
| necessary? | | | | guests – these pointers are paramount for a |
| - Staff - bartenders, waitrons, caterers, security | | | | successful function. |