Planning a banquet

Reunion organizers are close cousins to the professionals who plan meetings for a living. They have to go through all the same steps to make a memorable event happen. These are questions professionals ask when planning a banquet.

The event

/ Determine a purpose for your banquet. Is it a celebration, an awards ceremony or social event?

/ Develop a seating chart that encourages mingling at each table.

/ Will the banquet have a theme?

/ How many will attend?

The budget

/ Is there a room rental fee? Are there federal, state and local taxes?

/ Are there gratuity service charges? Many properties routinely have a mandatory gratuity surcharge for food functions.

/ What is the overtime rate for staff?

/ Negotiate a discount based on the overall dollar value of your reunion, particularly if you’re also reserving sleeping and meeting rooms.

/ If you’re contracting more than six months ahead, get, in writing, the percentage above current food and beverage prices you will be charged.

/ Are decorating and floral arrangements included in the room rental fee?

/ Will musicians, entertainment or a speaker be required?

The menu

/ Discuss your budget with the caterer.

Taste of reunions!

Who doesn’t look forward to the wide array of wonderful smells and tastes of reunion potlucks, picnics and banquets? Do these pictures remind you of wonderful memories and make your mouth water? Add these to why you can’t wait for your next reunion!

/ Share menus from past reunions and point out what went well and what did not. Ask for suggestions of local dishes that represent the banquet’s location.

/ What is your group’s taste? Are they a traditional meat and potatoes crowd? Or are they willing to try ethnic cuisines?

/ If at all possible, meet with the executive chef and ask for suggestions.

/ Incorporate seasonal fruits and vegetables in your menu selection.

/ Typically, a choice of a vegetarian or seafood dish should be offered.

/ To avoid offending guests with special dietary or religious restrictions, ask for alternative entree selections.

/ Once you have agreed to a menu, stick to it. Changes will result in higher costs, even surcharges.

/ Sign off on food and beverage details at least ten days before your reunion and give the caterer a final headcount at least 48 hours in advance.

The drinks

/ Are alcohol and other beverages included or will there be a cash-bar?

/ Ask the caterer for consumption guidelines. Basic beverage guidelines are one drink per person, per hour; six to seven glasses of wine per liter bottle; 20 cocktails per liter of liquor.

/ Confirm beverage pricing with the caterer. Consider paying on consumption rather than per-person price.

/ Ask the caterer to suggest champagne and dinner wines that complement the menu and stay within your budget.