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6. Event Planning: Banquet Planning
Purpose:
Chapter and club banquets provide an opportunity for Truman
alumni to become acquainted. If combined with a silent
auction or other fundraiser, they can also be a means of
encouraging alumni to support the University. Finally, if a
representative from the University administration is
invited, the banquet can be an opportunity to update alumni
on the current achievements of the University.
The time
spent on the banquet can depend on the knowledge of the
restaurant, your previous working relationship with the
establishment, and whether you plan to include a
presentation, speaker or other focus to help increase
reservations and attendance. Depending on the time of
year, your initial planning may need to begin as much 10-12
months prior to the actual date. Seasons (such as
Christmas) or holidays (Mother’s Day, Easter, etc.) are
premium in the restaurant business and many restaurants have
early bookings for these holidays. Take these holidays
into consideration when planning and estimating on the
attendance.
The easiest
type of dinner to plan is a buffet. Most restaurants
have already determined the amount of food needed for each
entrée and how many servings are in each dish.
However, you will need to set a budget on a per person basis
in order to keep the banquet feasible. Dinner with
individual meals and family style are easy to budget, but
you may have to sacrifice choices or preferences for costs.
Many restaurants have sample menus for you to review, use or
change as you wish. If you know of any special diet
concerns, vegetarian requests or food allergies, please
discuss this with the restaurant as soon as possible.
Six to nine
months before the event:
-
Decide
on the date.
-
Reserve
a location—most restaurants reserve rooms based on this
rough estimate of the people attending and can work with
a rough guess at this time. The restaurant will
forward a contract for review and signature to reserve
the room. Some will also require a deposit. Be
sure to review the contract particularly for any special
requirement regarding liquor purchases, cost of a
bartender, etc. The form will also include other
requirements regarding finalizing numbers and complete
cancellation of the dinner. If a representative
for the University will be in attendance, you need to
forward the contract to the Office of Advancement for
review.
-
Determine cost per person.
Two to six
months before the event:
-
Finalize the menu with the restaurant.
-
Check
out the room in order to confirm electrical outlets,
lighting issues and potential placement and use of audio
visual equipment (if needed).
-
Plan
any additional programs and presentations.
-
Begin
initial publicity of the event.
-
Create
flyers and/or invitations. The Office of Advancement
can assist with the initial publication and printing of
flyer and mailing invitations.
-
Finalize any agreements regarding liquor, cash bar or
tickets. Some restaurants will require some
commitment or guarantee of minimum sales for a cash bar.
-
Confirm
with the restaurant any needs or requirements regarding
audio/visual aides for the presentations.
Otherwise, you may need to make arrangements to bring
this equipment in prior to the event. Also
consider if you will need a raised platform for your
presentation, table, cart, etc.
One to two
months before the event:
-
Send
out a second mailing and solicit reservation
commitments.
-
Monitor
reservations and contact restaurant or establishment if
attendance appears to be higher than originally planned.
-
If not
previously done, finalize menu and liquor contracts at
this time.
-
Confirm
any special speakers or presentations at this time and
time allotment for presentation. Finalize with the
restaurant when dinner service is to start.
-
Collect
any door prizes or gifts for the event.
Two to four
weeks before the event:
-
Review
current reservations with restaurant and adjust
attending number if needed. Confirm audio visual
equipment and equipment that will need to be brought in
prior to the event.
-
Create
and organize any handouts, door prizes, or gifts.
-
Create
any signs, banners, etc… and organize with restaurant on
placement and who will hang any signs.
-
Finalize event itinerary, cocktail gathering and the
start of the dinner service.
-
Make
name tags.
One week
before the event:
-
Provide
restaurant with a final count of attendance, add about
10% for last minute attendees. Many restaurants
require 48 hours for any changes on numbers and menu.
Many restaurants will allow additions but not
subtractions after the “final count” has been given.
-
Make
final check with restaurant regarding liquor, menu,
changes, and any specific instructions regarding table
arrangements.
Day of the
event:
-
Drop
off any signs or banners for the restaurant to hang.
Drop off any audio visual equipment to be set up in the
room. Arrive early in order to set up this
equipment and hang any banners if the restaurant will
not hang them for you.
-
Resolve
any last minute issues that may arise and settle fees
and bill with restaurant. Most will include a
gratuity with the final charges.
-
Sit
back, have a glass of wine, and enjoy a fun and pleasant
meal.
View
Samples...
Sample - Banquet Invitation
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