| First time planners are often stricken with complete | | | | event, hire a professional. At this writing $500 to $1,000 |
| fear! Even those that plan events over and over again | | | | can buy you some pretty top-notch entertainment. |
| still fear that something will go wrong and they will be | | | | How about a comedian-magician who uses a member |
| the subject of ridicule. Hopefully we can allay the fears | | | | or two of your group and does some hilarious bits of |
| and quell the butterflies in your stomach by helping you | | | | business and audience participation magic tricks - 30 or |
| through the entire project. | | | | 40 minutes of non-stop laughs! |
| There are a lot of questions you need to ask. First | | | | Or picture this...the dessert has just been served and in |
| timers probably don't have the foggiest idea what | | | | walks "Lt. Columbo," complete with overcoat and |
| questions to ask, so, the first thing we'd better do is | | | | cigar..."Oh, excuse me," he says, "I was looking for |
| outline these for you. | | | | somebody else." All eyes are riveted on this familiar |
| Perhaps the easiest way to do that is to fill out a form. | | | | figure as he turns and starts to walk out. "Oh, one |
| (I love forms!) | | | | more thing, is this the Walker party?' Then for the next |
| If you were to phone me and ask me to help you | | | | 30 minutes or so he does a comedy routine in the |
| make arrangements for a special event, the first thing I | | | | style and delivery of Peter Falk as Lt. Columbo, using |
| would do is reach for a blank form, and over the | | | | names of people in your group. |
| phone we would fill it out. When I had all the | | | | That will rock your people out of their seats with |
| information, I would be better prepared to help you. | | | | laughter. These are just a couple of suggestions. |
| Before you continue reading, you may want to print | | | | Everybody loves to laugh, and a good professional |
| the banquet planning worksheet(PDF) from my | | | | entertainer can make you a hero. |
| website. That way you can follow along with the | | | | How do you find that kind of entertainment? Again, |
| worksheet as I describe the planning process. I've also | | | | watch out for the well-meaning friend. Sometimes |
| included a pre filled sample planning worksheet that | | | | hiring a friend of a friend who tells jokes or plays the |
| you might help. | | | | banjo can put a wet blanket on the evening if they |
| Let's begin with fact finding. | | | | don't live up to your expectations. |
| PURPOSE | | | | Probably the best way to secure talent is to work with |
| The first question to ask is, "What is the purpose of | | | | a professional talent agent that specializes in special |
| the event?" This question should be really easy, but it's | | | | events. Ordinarily there is no fee for his services. He |
| perhaps the most important. The purpose of your | | | | can make recommendations and suggestions based |
| event will determine your event's agenda. | | | | on what your needs are, and work within your budget |
| DATE | | | | limitations. |
| Break out your calendar to decide a date for your | | | | Some entertainers may have special requirements, like |
| event. Look for possible conflicts. It might be tough to | | | | a stage, spotlight, two mics or something else, and |
| get people out to a Saturday night banquet if it's a | | | | these items need to be arranged with the facility. |
| three-day holiday. It would be unwise to put on a | | | | There may be a rental fee involved. |
| church social if your local school, where most of your | | | | RAFFLE/DOOR PRIZES |
| congregation had children attending, were having an | | | | Giving away door prizes or raffle prizes should not be |
| open house or play that night. | | | | held until after the entertainment or main speaker. |
| Pencil in a date and then try to think of possible | | | | Perhaps it's an inducement for your guests to stay until |
| conflicts. I know of one organization that booked a | | | | the end. |
| very popular and relatively expensive Jewish comic | | | | If you're selling raffle tickets, again you need to make |
| into the club house of a predominantly Jewish | | | | out a budget. How many tickets do you expect to sell |
| retirement community. Attempts to sell tickets failed | | | | and for how much money? Do you want to make a |
| miserably, because they had not realized they had | | | | profit? Let's say you expect to sell 100 tickets to those |
| scheduled his appearance on a Jewish holiday - a | | | | 200 people expected to come, and we sell them at |
| very expensive oversight! | | | | the banquet for $2.00 each. That'll give you $200 to |
| BUDGET | | | | buy prizes with. You can put this in your general |
| There are many, many determining factors in | | | | budget or assign someone to take care of the whole |
| establishing a budget. First of all, how many are | | | | raffle, including purchasing the prizes and selling the |
| expected to attend? You might have a pretty good | | | | tickets. |
| idea for a company party, but in some cases you | | | | DANCING |
| might just have to make a "guess-timate" until you can | | | | Following the raffle, the formal portion of the program |
| get more information. Make the best possible estimate | | | | is really over. Your people can now go home. If you've |
| based on what facts you have, and proceed. | | | | elected to have a deejay or band, they may stay for |
| TICKET PRICE | | | | dancing. |
| Another factor to determine before we select a | | | | The facility might charge to set up a dance floor. |
| location is how much your attendees are willing to pay. | | | | Sometimes this is a portable dance floor they build right |
| Sure, we can work the other way: we can pick a | | | | on top of the carpet. A band will cost anywhere from |
| location, hire a band, select the menu, etc., and then | | | | $150 per band member to $450 per band member for |
| add up how much it all costs and thus determine how | | | | four hours. A small trio of keyboard, drum and guitar |
| much everyone needs to pay, but doing so will | | | | could be anywhere from $750 to $1,500. |
| probably leave you hurting in the end. | | | | An $1,800 to $3,500 five-piece band, including a |
| If you expect 1,000 people, and you determine $25.00 | | | | vocalist, is average. If you hire a band, you may be |
| a person is acceptable, then your entire budget for | | | | able to use one or more of those same musicians to |
| food, printing, entertainment, etc., is $25,000. If you | | | | provide cocktail hour and/or dinner music for a small |
| expect only 20 people and you know they won't | | | | additional fee. You normally need to make a deposit at |
| come if it's over $5.00 a person, then you know you're | | | | the time you hire the band. Anything over four hours' |
| far more limited. | | | | playing time is considered overtime, and you should talk |
| LOCATION | | | | with the band or agent about the cost of overtime |
| Determine the geographical area where the event is | | | | when you make the initial arrangements. Bands also |
| to take place. If you live in the area where the event | | | | need to take a 10-15 minute break each hour. Ask if |
| will take place, you may already know of various | | | | the band will supply recorded music during their breaks. |
| hotels, country clubs, restaurants or catering halls that | | | | MOBILE DEEJAY |
| can accommodate your group. If you don't live in the | | | | Sometimes you might prefer a DeeJay playing |
| area, be sure to go look at the potential location before | | | | recorded music instead of hiring a band. This gives you |
| you book it. If the event is in a distant city and it's not | | | | the advantage of hearing the original recording artist |
| possible for you to travel there, and the event is a | | | | instead of a dance band's rendition. |
| significant one, I suggest you hire a professional | | | | Another advantage is that most mobile DeeJay units |
| meeting planner. | | | | will set up before dinner and offer to play dinner music |
| I once attended a banquet in a quaint "50's | | | | at no additional cost, and of course, a DeeJay does |
| malt-shop-type restaurant. The party planner had not | | | | not take a break during the evening, so you have non |
| gone there to look at the room where the party was | | | | stop music for your event. |
| to be. She had just taken the word of a friend. True, it | | | | Cost-wise, there is not a lot of difference between a |
| was a great restaurant, but their "room" had about 5 | | | | 3-piece band and a DeeJay. Some DeeJays offer a |
| permanent booths on each wall. Guests were facing in | | | | full light-show that few bands do, and even with an |
| all different directions. This made it almost impossible | | | | additional charge, this could be a real plus. I think it's just |
| for the magician they had hired to perform. To further | | | | a matter of taste. Some people insist on a live band |
| confuse the issue, it was not even a private room. | | | | and others are just as adamant about a DeeJay. |
| Restaurant customers could not get to the restroom | | | | PHOTOGRAPHER OR VIDEOGRAPHER |
| without disturbing the party, and the 50's music | | | | Video taping an event, except for historical purposes, is |
| continued to blare through the ceiling speakers | | | | unnecessary. Seldom will the video tape or DVD be |
| throughout the evening because it was piped | | | | watched more than once after the event. Yes, maybe |
| throughout the whole restaurant and could not be | | | | a Bar or Bat Mitzvah will watch his or her recording |
| isolated from one room. A visit beforehand could have | | | | years later when they grow older, and maybe even a |
| prevented this nightmare. | | | | bride and groom would watch a well-edited and |
| Many, if not most, facilities do not charge a fee for the | | | | condensed recording. A company or organization's |
| use of the room but instead absorb the rental fee into | | | | banquet, however, will be seldom if ever watched. |
| the price of the meal. For instance, in our example of | | | | I would recommend that you hire, budget permitting, a |
| 200 people, a banquet facility would be delighted to | | | | professional photographer rather than leaving it up to |
| supply a private room in order to sell 200 dinners. | | | | one of your guests or a friend of a friend who only |
| Usually they will have several dinners to choose from - | | | | takes photos twice a year. You can have the |
| perhaps a chicken dinner, complete with beverage, | | | | photographer deliver prints or a CD of digital |
| salad and dessert, for $12.00 per person; or prime rib | | | | photographs in which case you could print just the |
| at $18.00 each; or sirloin steaks at $25.00 per person. In | | | | photos you want. |
| our example we are charging $30.00 per person. Let's | | | | PROMOTION |
| select the prime rib at $18.00. | | | | Probably the most traumatic thing that could occur is |
| Does that include tax and tip? Oh, Oh! Find out if it | | | | that you planned the entire event and then no one |
| does, or you may get a surprise at the end of the | | | | came. If it's a company party and the food, |
| night. Let's say it does not. 15% tip and 8% (or | | | | entertainment, drinks and dancing are all free, I don't |
| whatever) tax makes the dinner a total of $22.14 per | | | | think you will have a problem, as long as you let |
| person. Our sample budget calls for 200 people at | | | | everybody know when and where and that it's FREE! |
| $30.00 each for a total of $6,000. If all 200 people | | | | But if that's not the situation, you may need to promote |
| attend, dinner will cost $4,428. That leaves $1,572 for | | | | the event. Once you have all the facts (WHAT, |
| all other costs. | | | | WHEN, WHERE, WHY, WHO, and HOW MUCH), you |
| By the way, the facility may ask you for a deposit and | | | | can create a flyer - a piece of paper with all the facts |
| guarantee. If you guarantee 200 people, you will have | | | | on it, designed to motivate people to attend. |
| to pay for 200 dinners even if only 175 show up. | | | | If you're an artist, great! You can create the flyer |
| Generally, a facility is prepared to serve about 10% | | | | yourself. If not, maybe someone in your group is and |
| more people than you guarantee. So it makes sense | | | | they can help you. Otherwise, you need to "rough it |
| to guarantee a lesser number than you expect. Even | | | | out" the way you'd want it and take it to a graphic |
| some of those who told you absolutely they would be | | | | artist to do the "camera-ready copy" for you, then off |
| there, maybe even gave you a deposit, don't show for | | | | to a printer to print however many you're going to |
| one reason or another. | | | | need. How many you need will depend on how you're |
| Just to be on the safe side, in our example of 200 | | | | going to distribute them. |
| people, I would guarantee the restaurant 185. If you're | | | | The layout, printing, envelopes and postage all need to |
| pre selling tickets, which I recommend, you can always | | | | go into your budget. There are, of course, additional |
| adjust your estimate upwards with the restaurant a | | | | ways you can promote the event - word of mouth, |
| day or two ahead of time if needed. Ask the facility | | | | bulletin boards, phone committee, club or company |
| about their requirements in regard to a change in the | | | | newsletter, posters. If your event will be open to |
| guarantee. | | | | people outside your organization, you might try using |
| AGENDA | | | | the publicity channels of other related groups, |
| The evening agenda is largely determined by the | | | | companies, schools, etc., as well as your own. Have a |
| event's purpose. A typical event might go like this: | | | | "brainstorming session" with your committee, if you |
| 6:00 - 7:00 - Social or cocktail hour | | | | have one, to think of all the ways you can get the |
| 7:00 - 8:00 - Dinner | | | | word out. |
| 8:00 - 8:15 - Meeting/Awards/Business | | | | And remember that if you want people to come to |
| 8:15 - 9:00 - Entertainment/Speaker | | | | your activity, you can't just tell them. You have to tell |
| 9:00 - 9:10 - Raffle/Door Prizes | | | | them and tell them and tell them! Use all the resources |
| 9:10 - 1:00 - Dancing | | | | at your disposal, and don't hesitate to repeat yourself. |
| Having an hour to "gather" is always good. You and | | | | The more times you tell them, the more will come! |
| the facility both will want everyone present when you | | | | TICKET SALES |
| actually sit down to eat. It's been my experience that | | | | There are as many ways to handle this as there are |
| almost everything starts late, so plan for it and don't be | | | | ways to promote the event. If you have to lay out |
| disappointed when it happens. | | | | funds ahead of time (which is usually the case), it is |
| Will you be having a cocktail hour? A "Hosted" bar | | | | good to get as much money as you can up front. Pre |
| means that drinks are free to the party-goers. If you | | | | selling your tickets will help you do that. Of course, your |
| choose to host the cocktail hour, be prepared to spend | | | | publicity must state your requirements and deadlines. |
| about $1200 for our sample group of 200 people. Most | | | | This also will help you get a handle on how many are |
| organization-sponsored events have a 'No-Host' bar, in | | | | going to attend. Remember though, that there will still |
| which guests buy their own drinks. It's appropriate to | | | | be some last minute cancellations and additions, so |
| announce 'Hosted', or 'No-Host' in the invitation. | | | | stay flexible. |
| Some form of entertainment during the cocktail hour is | | | | TABLE ASSIGNMENTS |
| certainly a plus. The facility may have music piped in | | | | As mentioned earlier, most organizations assign only |
| through its sound system, which is certainly the most | | | | the head table, and the rest of the attendees are left |
| economical; however, for around $300 you could have | | | | to sit where they wish. Some groups insist on drawing |
| live music. Most banquet facilities have a piano, | | | | pictures of the tables on a sheet of paper, numbering |
| sometimes on wheels, and will let you either rent the | | | | them, and then assigning people to specific tables. |
| piano or use it for free. Fee for the piano rental should | | | | I think it's far more work than necessary, but if you |
| be around $50 to $100 and a piano player anywhere | | | | must, then have at it. |
| from $150 to $250. | | | | Some banquets, especially those honoring individuals or |
| Other cocktail hour entertainment could include a | | | | groups, offer entire tables "for sale." 10 people per |
| chamber group, a jazz or "society" trio, harpist, or a | | | | table at $30 each means that for $300 someone |
| strolling accordionist. A strolling "close-up" magician, | | | | could reserve a whole table. Make sure you put a |
| performing from group to group or table to table, is | | | | "reserved" sign on that table, showing the name of the |
| always fun. Other forms of entertainment for the | | | | host. |
| cocktail hour could include celebrity look-alikes, | | | | THE PRINTED PROGRAM |
| mechanical or conventional mimes, a balloon animal | | | | When all the facts are in, if the budget will permit, a |
| sculptor, caricaturist, graphologist, palm reader, tarot | | | | nice printed program could be put at each place setting |
| card reader, stilt walker, or just about anything else you | | | | or handed out as people arrive. It should contain the |
| can think of! Again, your budget is your gauge. | | | | agenda for the evening and credits given to all those |
| DINNER | | | | who contributed to the event. |
| This is pretty easy. When the Maitre'd says dinner is | | | | Many organizations have been successful in selling ads |
| ready, have your party sit down! | | | | in the program to defray the cost of printing or even |
| The vast majority of banquets have certain people | | | | to raise some extra money. I've put $250 income |
| assigned to sit at the head table while everyone else | | | | under the income column of our example. Don't you |
| may sit where they wish. If you choose to have a | | | | think you could convince 10 people to give you their |
| head table, you should make small place markers for | | | | business card and pay $25 to be advertised on the |
| those assigned to sit at the head table, and don't | | | | back page of the program? Of course, this idea could |
| forget to discuss table arrangements with the facility. | | | | be a little tacky if the event is to celebrate little |
| OPENING | | | | Bobbie's 10th birthday. Use your best judgment. |
| Someone, perhaps you, should step to the microphone | | | | DECORATIONS |
| and announce that dinner is ready and ask everyone | | | | This could be a big item or not - strictly up to you. If |
| to take a seat. When this has been accomplished your | | | | you picked a beautiful location, and it's not a special |
| President, or whoever is presiding, should welcome | | | | seasonal event like a Christmas or Halloween party, |
| everyone. | | | | why not just enjoy the facility's decor? If you feel you |
| It is appropriate at most banquets to have someone | | | | need decorations and you have a sufficient budget, call |
| lead the flag salute, followed by a blessing on the food. | | | | a party decorator who uses balloons. They go a long |
| People should not be called upon for these jobs | | | | way towards dressing up a room without spending a |
| extemporaneously, but should be asked in advance | | | | lot of money. |
| and their names and responsibilities should be listed on | | | | Centerpieces on each table look nice. You can ask |
| the printed program if there is one. Following the flag | | | | someone to donate these or have someone clever |
| salute and prayer, your Master of Ceremonies (or who | | | | make something for each table. Many facilities make |
| ever is conducting) should introduce the people sitting | | | | such a nice table layout that a centerpiece is not |
| at the head table, introducing himself last. | | | | necessary. Don't spend money unnecessarily, but do |
| THE PROGRAM | | | | remember that the nicer the ambience, the better the |
| If business of any sort needs to be conducted, begin | | | | memories or the event will be in the minds of those |
| when dessert is finished, or at least served. Make sure | | | | who attend, which means that they will want to come |
| that the facility knows that you do not want any | | | | to your next event, too! |
| bussing (clearing of tables) or coffee served after the | | | | One note of caution. If you're having entertainment, be |
| program starts, as it can become an irritating | | | | careful that largecenterpieces, particularly balloons, |
| distraction and take away from the enjoyment of the | | | | don't block the view of the performing area or even |
| program. | | | | the people sitting on the opposite side of the table who |
| ENTERTAINMENT | | | | want to see and talk to each other. |
| Following opening remarks, and/or other business, you | | | | YOU DID IT! |
| could either introduce the main speaker, or present | | | | Yes, you will fret and worry until the whole thing is |
| some form of entertainment. | | | | over, but every party planner does. Just relax, do your |
| This could be the highlight of the evening! There are | | | | best and enjoy! (Here's a secret: If you enjoy what |
| many outstanding after-dinner performers and | | | | you're doing, the people you are doing it for will enjoy it, |
| speakers. If you really want to have a successful | | | | too! |