Some Shared Tips on Banquet Planning

When first considering the prospect of writing an article on banquet planning, it seemed fairly simple. After all, I just successfully celebrated our annual awards banquet for over 500 people and everything is still pretty fresh in my mind. However, the more I think about it, I realize that there are so many variables that can enter into the process that the article becomes quite daunting! So, let me make it as simple as I can, covering the most important pieces of the process.

Organization and planning ahead are the two hooks upon which you hang the success or confusion of your event. No matter how large or complicated your plan is, if you give yourself and everyone else plenty of time and organize all the steps, the event will be a delight for everyone.

Who, what, when, where and why

Who is going to do all the work? Form a committee! The more people that are available to take responsibility for an area of the project, the better. I recommend a core group of three or four to make the decisions, and a larger committee to do the leg work. Be sure to meet with the committee after the event to get input about how it could work better next time.

What details do you want to include? How elaborate, how fancy, etc., depends on the amount of time you have given yourself, and how many people are available to help. The less time you have, the more you need to focus on simplicity. What is your budget? Do you have to raise the money or charge those attending? Budget also plays a key factor in planning the details. 

When will you have it? The more time you have, the more details you can include. If you want to put something together for 300 – 600 people, give yourself four months.

Where will it take place? Is the facility available when you want it? Most event centers are booked well in advance. The more inflexible you are about the date, the earlier you have to book the facility.

Why are you celebrating? Clarity of purpose will help keep you centered. For example, we just had our annual awards banquet at which 20 individuals were recognized for their contributions to our organization. Because we are a non-profit organization, we look for sponsoring individuals and corporations to help defray the expenses and keep the per person cost as low as possible. Anything over and above our expenses goes into a scholarship fund. It would be easy to put major energy into the fundraising aspect of the event, but the PURPOSE is to recognize and celebrate the people who give so much of themselves! That is where we keep our focus.

Topic Tips

Invitations
Printed invitations? Give your printer enough time, and get them out in the mail three to four weeks before the event. Of those you want to include, whom do you MOST want to attend? Consider a personal visit or phone call. If you are recognizing any individuals, make sure they can be there on the date you have selected!

Decorations
Do you want centerpieces for the tables, decorations for the stage, the podium, a registration table? Corsages for special guests? Special lighting effects? The more you want, the longer you have to give yourself and/or your committee!

Catering
Does your facility cater? Is the caterer you select available on the date you have selected? Find out in advance how flexible your caterer is on final food selection, on final count of meals and on how many extras they plan for. Do you plan a reception before the dinner? What does the facility permit? What can’t the caterer supply? Also consider timing. How long will it take to serve? If you have a very large group, consider asking that the tables be set and ready with salad, drinks, bread and dessert before the first guest arrives.

Program 
The last thing most guests want is to sit through a three-hour program after the dinner! Planning here is very important. Who is going to speak? How long do they have? Who needs to be acknowledged or thanked? Will there be a video or PowerPoint presentation? Will there be any kind of performance? Do you need a sound system or other equipment, including extension cords? 
· A printed program available to everyone present will help to keep things moving forward in good order. It also gives a place to acknowledge the people who have been involved in the planning and preparations for the evening (e.g. who made the decorations, who was on the committee, etc.)
· This type of program can be easily produced on computer!

Entertainment
If you are planning music, what does the facility supply? What will you have to arrange yourself? Will the guests be able to hear and/or see? How much time will this add to the evening?

Seating
Assigned seating? Open seating? Open seating is easiest. There is nothing more disconcerting than reserved tables prominently placed that sit empty through the dinner because the people for whom it was reserved failed to come! 

Clean up
What will you be responsible for removing after the dinner? Decorations (how about selling them if you don’t have another use for them?) Have you taped down extension cords or cables? Be sure to save some copies of your program to work from next time. Once again, the more people you have helping, the faster it goes. And this part of the event is one you really want to go fast!