Having worked in the Hawaii Kai event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?
So where do you start? As far out from the event date as possible as getting space is the first step. In Hawaii Kai, where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.
The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?
Event Planning Facts
A Wedding Planner was once thought of as a luxury, only used by the wealthy. Now an event coordinator is essential to a well planned affair. It is important to remember that your Wedding Planner is not there to make a decision for you but to guide and assist you in making informed decisions.
Every bride dreams about their perfect wedding but find it's not easy making that dream wedding a reality. Brides can average around 250 hours organizing their wedding. The engagement period should be a time of fun and excitement but most brides and grooms find themselves running around sourcing suppliers and reception venues, choosing invitations and arguing over guest lists instead of enjoying this exciting time in their lives. Combine this with working and is it any wonder, come the wedding day, they are totally stressed.
What will a Wedding Planner do
A Wedding Planner will do as much or as little as you want. If you want a completely stress free wedding your Planner will source and negotiate prices with all suppliers, assist you with decisions regarding themes and colors etc. for your wedding, basically they will do all of the legwork and you will only have to make the decisions regarding which suppliers to contract. Your Planner will also assist with any pre-wedding parties, if required. They will also be there on your wedding day to make sure everything runs smoothly and on time.
You may prefer to organize some part of your wedding yourself and use a Planner to source suppliers for you or you might want to organize your entire wedding and just have a coordinator on hand for your wedding day so you can enjoy your big day without worrying about anything. Most Wedding Planners will offer a range of packages and hourly services.
This will just be an added cost
A Wedding Planner will save you valuable time and money as they can take advantage of discounts not available to private parties. They will do all the legwork and present you with a list of options within your budget. Their expertise in negotiating with service providers means they can secure the best deal for you. Wedding Planners build up a network of top quality vendors in the wedding industry and they only recommend the best as this impacts their own business. They negotiate very good discounts with these vendors and, in most cases, you will find that your Wedding Planner will not be an added cost on your budget as the discounts they obtain will cover their costs.
Where to start
When you first meet with a Wedding Planner they will provide you with a starter kit which will detail their services and costs, along with checklists and ideas and suggestions that will assist you to make a decision regarding themes, colors, flowers, number of guests etc. This is also an opportunity to see if you are comfortable with the Planner and if you will be able to work together. This initial consultation and starter kit is usually offered free of charge. When you make the decision to go ahead a contract will be presented to you detailing exactly what is expected of both parties and the cost of the services provided.
Event Planning Guide: What Equipment Do You Need for A Successful Event?
Catering is the economic activity of providing food service at distant venues. A mobile caterer from his vehicle or cart directly serves food. Mobile catering is popular at events in the outdoors (like concerts), downtown business districts, and workplaces.
Event ranges from full-service catering in Dallas to box-lunch drop-off. When people say "caterer", they refer to, a caterer who with his staff at serves food at dining tables or sets up a self-serve buffet. The food is usually cooked at the venue, i.e., made entirely at the event, or the caterer may bring cooked food and give the final touches once it arrives. His staff is not responsible for cooking the food but they help in setting up the dining place. The catering in Dallas service is typically provided at weddings, banquets, and conventions. Any event where all are served with drinks and food or occasionally with hors d'oeuvres is known as a catered event.
In many events set up with color scheme or an entire theme is needed. A catering company is expected to know the art of cooking the food and serve it with elegance. Now a days catering in Dallas are focusing on a full-service business model. They take charge of cooking the food and also decorations, like lighting and table settings. The trend is to satisfy clients' with food as a centre point. With the right atmosphere, professional caterers can make an event memorable and special. Perfectly prepared food can appeal to senses of sight, smell, and taste, - perhaps even touch people's heart, but the ambience and decorations can play a vital role in the success of a catered event.
Make a list of your catering needs for a caterer to give you an accurate estimate for your event; you must state your needs very clearly. Do you have a venue for party/event with a kitchen on site? How many guests are expected to attend your event? Know if the caterer has requirement of minimum number of guests. Take into account that some guests of yours may have dietary requirements and make sure you tell this to your caterer. A professional caterer will be ready face anything unexpected that may come up at the event.