Events Checklist

Below is a quick checklist for planning your upcoming event

Catering

The Rule of thumb is the following:

5 pc/per head will suit only a morning tea.
8 pc/per head will suit a light meal through the day
10 pc/per head will suit a light meal through the night 12pc/per head is able to replace a meal - dinner or lunch.
15pc/per head is able to replace meal -dinner or lunch - large eaters

Venue Hire

Consider venue hire as an option if your private premises is not large enough to cater for the guests invited etc. There are plenty of options for venue hire available, consider lawn bowling clubs, town halls, community centers and scout halls - alternatively, check your councils website, they generally have a "Venues for Hire" section dedicated to the details of reputable council owned buildings available for hire for a function.

Times and Dates

Ensure that the function is not going to be held on a special day such as a special holiday, or an important date of some important guests that you really want to attend. Consider the time of the function, and ensure that you approach the catering to suit that time of the day (eg; 6.00pm start of your function, you would need to ensure to provide adequate catering to replace most of your guests dinner).

Invitations

Ensure that the invitations to the function are sent out as early as possible, 1 month before the event, allowing possible guests to ensure they can roster time off from work duties and schedule the function into their own timeframe. An important item to include on the invitation is the dress code; to make sure that all guests know what to expect of their appearance.

Glassware

You will need more glassware than simply the amount of people attending. Guests will use more than one glass over the course of the night. Generally twice the amount is needed to ensure you are covering all possibilities, such as excess usage, more people arriving than expected, and/or breakages.

Seating

Make sure there is enough comfortable seating for all the guests arriving. Ensure this seating can also cater to the special needs of some guests.

Comfort

This is a key factor to a party. If people are cold/uncomfortable, they will generally leave the function earlier than expected. Consider the hire/borrow of a portable gas heater for outside. Think about the time of the year and of course time of the day that the function is held in. Consider an open fire, although the smoke can annoy your guests, especially those with allergies.

Wet Weather and Areas

Ensure there is a plan for when it rains; don't leave it to chance, because chances are that it will rain when you don't want it to. Consider outside marquees and tarps, for greater outside shelter if worse comes to worse. Make sure there are adequate sheltered areas available if the rain comes. Also another item to note with areas, is smoking areas. Have a set defined area for where smokers can go outside, with ample amount of ashtrays to avoid butts on the ground.

Schedule

Have a set time in mind when to start the speeches and cake. As a general rule for night time celebrations, this is often best at 10.00PM when the function is at its maximum attendance.

Decorations

Ensure the house/venue is clean, odourless and decorated different than usual and within a party theme. Consider hire and use of helium balloons. These can be most effective when filling a ceiling with the strings floating down, to create a colourful and 3D like ceiling.

Security

Consider the use and hire of bouncers. This is especially of use with a younger function such as an 18th and a large number of guests. Also the location of the function can attract gatecrashers. A licensed security guard bouncer can stop gatecrashers entering your party through use of a well-listed door list, and avoid any conflicts throughout the night.

Special considerations

Disabled guests and special dietary requirement guests, including other special needs of your guest list all need to be thought about. Special Events Catering can help you with any special dietary requirements, but you must consider disabled access etc for your guests with the venue that the function is held at.

Other Reminders

For children's parties, or even for the children at adult’s parties, "Party Bags" are still a big hit with the children. Fill with sweets and other treats.

Answering Guest's Questions

Avoid the "Where do I?" questions and have places set out from the start where guests can leave their personal belongings such as handbags, and coats at the venue. Another location that is necessary is the gift table for functions that would be receiving gifts. Include the dress code.

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