You have an event coming up and you’re in charge of making it happen – and making it wonderful. Perhaps you only do this sort of thing once a year, or maybe even less often than that. With so many details to take care of and so many eyes noticing every little thing that day, your stress level could jump off the charts!

To help you get started in the process, the following information is intended to organize your thoughts and help your plans fall into place. Robert J. – Events & Catering offers a complete menu of event-design services, so you can count on our help with just a few of the details, or have us handle it all for you!

Why Bother with Event Planning?

Planning a party or special event offers the opportunity to show how you really feel about your guests. You can give the impression that you care deeply – or that you couldn’t care less. Does it appear that you must have slaved over every last detail, or does it seem that you just threw something together at the last minute? People do notice, and it does reflect back on the planner. Using professional event planning can certainly help make you shine. And while you may do a fine job on your own, chances are you’ll save valuable time and make the event even more fabulous by allowing professional planners do what they do best.

Tips to Selecting an Event Group

Selecting the right people to work with can make or break an event. The right choice can help make memories that will last a lifetime. And the wrong choice can lead to disaster! Not only could these folks make you look bad but, worse yet, your guests could suffer through an evening of long buffet lines to be served mediocre food listening to lousy music. But bad choices can be avoided by following these tips:

1. More than Catering: Look for an event-planning business that provides catering versus a caterer that only sells you food and beverage. You’ll be amazed at the better quality of care you’ll receive as they guide you through the process. Event people will come to you with suggestions to make your day even better. Other types of catering operations just care about the food, and not so much about the overall picture of the event.
2. Great Communication: Be sure to ask plenty of questions, and get the event planner to be specific on all the details. Look for someone who shares your vision, and who you feel confident in helping you achieve success.
3. Visit an Event: Go and check out their work in action, and try to visit a similar event if possible. If you’re planning a corporate event, visiting a wedding reception may not give you an accurate perspective of how they would handle your event. Take a look at the guests – are they smiling and having a good time? What about the service staff – are they polished and professional in their conduct? How about the buffet – is it neat and nicely designed, or is it sloppy and basic? Notice as much as you can – good and bad – as you evaluate the operation.
4. Ask to see their Kitchen: Is it a commercial health-inspected kitchen? Do they have the proper license and insurance to be in business? Are things neat and clean, or are you a little grossed out? If they hesitate to show you where they prepare their food, it could be a bad sign.
5. Amazing Customer Service: You deserve great service during every step of the process. How quickly do they return your phone call? Is their phone answered promptly? If a menu has been promised within the week and is delivered an extra week late for no reason, are these the right people to handle your event?
6. Budget Sensitive: Almost every event has a budget. When you run into a pinch, your event professional should be able to offer suggestions to cut costs without sacrificing the overall quality of the event. If not, have them recommend another group who can better meet your needs.
7. Trust your Intuition: Most people make up their minds about a person within the first seven seconds. How are your first encounters with them? When you visit, do they greet you at the door and immediately offer you something to eat or drink? Do they make you wait? All of these little things can give you a clue as to what you’ll be treated like at your event. Take notice and trust your gut instincts.
8. Check their References: Ask to talk to past clients and other professionals who have worked with them in the past. If they are a recommended caterer for a specific venue, find out why the location trusts them enough to have them listed as an exclusive provider.
9. Expect Professionalism: Have all agreed-upon details put into a written contract, including all the services and fees that you should anticipate. Also, check on the professionalism of the staff. Find out about the staff persons working the event and how well these people are trained in advance. Beware, as some small caterers end up hiring less experienced servers from temp agencies to staff larger events. Properly trained servers can make all the difference.
10. Be Realistic: All expectations have a price attached. Top quality products, food, entertainment, beverages and high-end rentals can add up in a hurry! When it comes to special events, you truly do get what you pay for. Finding a planning partner who can also provide additional services at the event (catering, bar, sound, audio-visual, entertainment, specialty linens, etc.) can many times offer you a better value overall. Plus, it can make your life much easier – and your event even better!