The warm weather is perfect for parties, weddings, teambuilding, anniversary celebrations or round birthdays. From spring to autumn, the premises and gardens are bustling with events of all kinds. Whether you're an experienced event manager or you're organising such an event for the first time, it's always good to have a plan so that nothing is forgotten. It doesn't matter whether you are organising a small or large event, a wedding or a birthday party, whether it's for family or an outside company, planning is the first step to success.
Keep in mind that no two events are the same. Just like snowflakes. Two seemingly identical events, yet each has a distinct character. That's why the planning guide provided below is really just a guide. The uniqueness of the event should always be considered.
1. Basic event details
- What type of event is it? Wedding, birthday, team building?
- What is the goal of the event?
- What group of people will the event bring together? Different spectrum from the smallest to the most experienced such as an anniversary, or is it a homogeneous group of people e.g. colleagues who have met at a team building event?
- The date, time and anticipated length of the event.
- Number of participants.
- Venue. Associated specifics such as access to storage rooms, presence/absence of kitchen, drinking water, etc.
2. Event budget
- A separate budget for catering (food + beverages) needs to be identified,
- budget for catering services (chef, wait staff, hostesses),
- budget for extra services e.g. entertainment, DJ, on-site tasting,
- budget for decoration, gifts for participants, etc.
3. Survey of suppliers
Try to approach at least three companies for catering or extra services. Do a price survey or ask for a tasting menu and references. Evaluate the client-oriented approach of each company.
4. Method of serving food, drinks
In cooperation with the caterer, according to the expected number of participants and the nature of the event, choose the most appropriate way of serving food and drinks (with service, with assisted service, without service). Ensure that the food retains its quality when served. Depending on the food and beverage serving method you have chosen, choose your inventory.
For buffet-style food and beverage service, make sure there is enough cutlery to go around. A very popular cutlery for establishments and catering companies is Hotel or Uni cutlery, which gives a very good quality performance considering its price.
The self-service system requires easy chafing with regard to the safety of the service staff. A modern approach to serving food and drinks is made possible by the ECO BURNER. It looks elegant, heats food for a minimum of 5 hours, does not smell when heated and is simple to operate. It also provides sufficient complementary cutlery to go with your meals, remembering to store it on the cutlery plate provided with the cutlery. Dining accessories such as salt and pepper mills, condiments and napkins should also be placed on tables or in an otherwise visible and accessible location.
In addition to the number of attendees, the number of staff needed to staff the event influences the food and beverage service method chosen.
5. Planning the menu and beverage mix
When planning the menu, take into account possible allergies or food and beverage composition preferences with vegans, vegetarians in mind. Ensure sufficient labelling of food and beverages with regard to ingredients and allergens.
You can also surprise the participants with various unconventional ways of serving food, e.g. by slicing dried ham, mixing cocktails, or grilling food right in front of their eyes.
6. Beverage planning
When it comes to serving non-alcoholic beverages, separate beverage dispensers are very popular at the moment. This ensures that water or lemonade is available to a larger number of people for a longer period of time, which is welcome during the summer months.
For chilled beverages, don't forget the beverage coolers and ice dispensers. At Berndorf Sandrik, you can get design coolers in red, black or copper in addition to the classic stainless steel coolers.
Even in summer, don't forget about the presence of hot beverages such as coffee. If you have chosen to serve coffee using thermoses, choose thermoses with a pump, they are more suitable for social events.
7. Debarring and rubbish bins
Nothing can spoil a nice event better than a lot of dirty dishes or a lot of rubbish. Set aside a special area to store used inventory. Make sure there are enough trash cans. Also place table trash cans where appropriate e.g. with coffee, bottled drinks. Keep sufficient trays in stock for serving staff to use for debarring.
8. Planning decorations
Plan decorations sensitively, taking into account the nature of the event, the location, the number of people or the duration of the event. Candles can add a lovely touch to the atmosphere, but if they are to be placed on crowded tables where there is insufficient space, they can also compromise the safety of the attendees.
9. Social event timetable
The timing of the event is very important to properly plan the serving of food and beverages without compromising their freshness and quality. If appropriate, be sure to inform the event participants of the various items on the agenda and ask them to respect the timeframe.
Arrange the individual agenda items in such a way that there is sufficient time to implement them without stress.
10. Plan B
Be prepared for plan B or if anything happens...if a few extra guests arrive, if it starts to rain, if one of the performers doesn't show up, if the projector doesn't work, if someone brings an extra large wedding gift. When planning, it's a good idea to consider all the eventualities that can occur during the event and be prepared with a back-up solution.
11. Post-event evaluation
However your organised social event goes, don't forget to record the after. Vendor evaluations, feedback from attendees, food and beverage references, any notes or notes that will help you make the event even and even better in the future.
At Berndorf Sandrik we are ready to equip any social event with a quality inventory. We can provide decorative glasses, engraving or coated coloured cutlery. Simply contact our customer service +421 456844328 | berndorf@berndorf.sk and we will do our best to satisfy you to your utmost satisfaction. If you register in the B2B zone, you can buy more advantageously as a customer.
