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Mar 15, 2011
Function Organisation
Function Organisation
There are so many considerations and possible components to think about when organising a function. Here are some that you should consider when next you have an important function
1. Food/ Menu/ Catering
Generally the most important component of your function!
There are obviously a number of considerations including:
- Menu concept eg cocktail with finger foods; buffet dinner; plated dinner; working lunch or breakfast etc
- Choosing a caterer
- Venue
- Briefing of caterer
Click onto “Catering at a function” – this should help you with these important decisions
2. Beverage
Yes, you will certainly need some drinks for your guests at your function! What range of drinks to get and how much to order are foremost and obvious considerations!
Click onto “Event Planning – how much beverage do you need?” Once again this should assist you
3. Venue
If the venue is your home or office, that’s one tick in the box. If not below are some checklist points
- Is the venue appropriate for your function ie will it work well?
- Size- sufficient but not too large for your function. There are relatively standard formulae and the prospective venue staff should be able to provide you with suitable advice and assistance
- Facilities- what is included with the venue and what are the costs?
Do you need a marquee/ temporary structure? If you do, there are numerous marquee/ hire companies and many different types of structure/ sizes so it certainly pays to get quotes and ensure that you get a good understanding of costs and what is included eg labour to erect and dismantle, delivery charges etc
When considering a marquee, there are other components in addition to furniture that you will need. Have you thought all this through?
What about possible consent and permit requirements?
4. Toilets
Hopefully there will be existing toilets that you can use but if not, you will certainly need to provide! There are good options available aside from portaloos (!) – you may even have “used” them at various functions!
5. Theming
Whether your function is in an existing venue or temporary structure, I believe that its always a good idea to add some atmosphere and colour by incorporating some theming components. Standard examples include:
- Chair covers and possibly bands
- Table centerpiece
- Additional linen such as napkins or floor length tablecloths (your caterer may provide these?)
- Feature floral arrangements
- Special lighting etc
- Silk roof and wall linings
There are two basic options for you:
- Engage the services of a theming company – there are many to choose from. If you have a large, important function or have a theme in mind, tell the theming company what you’re thinking about/ conceptualising and get them to interpret your brief/ idea and come back to you with concept and price. Make sure that you get at least two quotes and can compare “apples with apples”
- Unless your function is a large, major corporate event, engage an Event Manager who can look after your theming requirements as part of the overall event management responsibilities. If they are good, for most functions the most inexpensive option is for them to “dry hire” some basic theming items such as chair covers, bands, table runners and even linen (if not supplied by either the caterer or the venue). – this should save you many $$ and still create that special, classy look for your function.
6. Entertainment
Subject to what your function is for, you may want to consider some “entertainment”. Standard options are:
- Music – generally DJ or live band. Could also, for example, be a string trio. Band could be just one person performing up to any number of musicians you want!
- Guest speaker – these days mostly motivational or humorous or with a sporting theme. There are a number of companies which can source/ provide you with a suitable speaker
- MC- if your function is an important corporate function or event, you may want to consider the use of an MC. They can perform a valuable role looking after both introductions and housekeeping as well as humour and holding the function together.
There is quite a bit of work coordinating the entertainment requirements for a function including ensuring that all the entertainers arrive on time, get fed and watered, payment of etc. All this can be easily managed by an event manager
7. Audio Visual/ Lighting/ Sound
Could be required for large, mainly corporate functions, both in function venues or temporary structure. You have no doubt been to some large functions where there is a guest speaker, a band is playing and quite possibly there is some additional lighting – quite likely you will have taken these components of the function for granted(!), however, if you want a band or guest speaker and don’t just want standard neon/ room lighting, you will need to factor this into your planning.
This is a function component requiring real technical skill and expertise
8.Gifts
Certainly not essential but if you have a corporate function or event, you might like to consider a small gift for your guests- this could, for example, feature your logo/ brand.
9. Invitations/ RSVP
Invitations to a function and especially the essential RSVP process are so critical for the success of a function. It is well worth making the effort to do this properly, at very least incorporating the following basic steps!
- Carefully determine who you would ideally like to invite
- Get the invitations out with good lead time before your event and with an RSVP date
- No later than two weeks out, follow up on the RSVP’s
- Get your final numbers in to the caterers, venue and other suppliers by the agreed deadline
- After the function, why not consider a follow up communication – could be as simple as “Thank you for joining us, trust that you enjoyed yourself etc” through to something a bit more elaborate such as a small memento of the function
10. Using an Event Manager
As you can see, subject to the size of your function, there is a great deal of very important thinking, planning and organisation required which generally takes time! You can of course do all of this yourself or have one of your staff perform this requirement. If your function is important, and most are, it makes real sense to certainly have a discussion with an event manager/ event management company. They will, at very least, take all the stress, pressure and worry away from you/ your organisation, save you a great deal of time and, most importantly, organise and deliver a professional event which will likely be a memorable experience for both you and your guests!
This article was written by
Ian Fraser of Hospitality Solutions Ltd
Ian
Fraser has worked in corporate hospitality and
event management for
over sixteen years. In this
time, he has organised over 800 functions
and
events and project directed some very large
hospitality projects/
events.
In recent years, he has also been approached by
organisations to assist them in a consultancy role.
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1. Food/ Menu/ Catering
Generally the most important component of your function!
There are obviously a number of considerations including:
- Menu concept eg cocktail with finger foods; buffet dinner; plated dinner; working lunch or breakfast etc
- Choosing a caterer
- Venue
- Briefing of caterer
Click onto “Catering at a function” – this should help you with these important decisions
2. Beverage
Yes, you will certainly need some drinks for your guests at your function! What range of drinks to get and how much to order are foremost and obvious considerations!
Click onto “Event Planning – how much beverage do you need?” Once again this should assist you
3. Venue
If the venue is your home or office, that’s one tick in the box. If not below are some checklist points
- Is the venue appropriate for your function ie will it work well?
- Size- sufficient but not too large for your function. There are relatively standard formulae and the prospective venue staff should be able to provide you with suitable advice and assistance
- Facilities- what is included with the venue and what are the costs?
Do you need a marquee/ temporary structure? If you do, there are numerous marquee/ hire companies and many different types of structure/ sizes so it certainly pays to get quotes and ensure that you get a good understanding of costs and what is included eg labour to erect and dismantle, delivery charges etc
When considering a marquee, there are other components in addition to furniture that you will need. Have you thought all this through?
What about possible consent and permit requirements?
4. Toilets
Hopefully there will be existing toilets that you can use but if not, you will certainly need to provide! There are good options available aside from portaloos (!) – you may even have “used” them at various functions!
5. Theming
Whether your function is in an existing venue or temporary structure, I believe that its always a good idea to add some atmosphere and colour by incorporating some theming components. Standard examples include:
- Chair covers and possibly bands
- Table centerpiece
- Additional linen such as napkins or floor length tablecloths (your caterer may provide these?)
- Feature floral arrangements
- Special lighting etc
- Silk roof and wall linings
There are two basic options for you:
- Engage the services of a theming company – there are many to choose from. If you have a large, important function or have a theme in mind, tell the theming company what you’re thinking about/ conceptualising and get them to interpret your brief/ idea and come back to you with concept and price. Make sure that you get at least two quotes and can compare “apples with apples”
- Unless your function is a large, major corporate event, engage an Event Manager who can look after your theming requirements as part of the overall event management responsibilities. If they are good, for most functions the most inexpensive option is for them to “dry hire” some basic theming items such as chair covers, bands, table runners and even linen (if not supplied by either the caterer or the venue). – this should save you many $$ and still create that special, classy look for your function.
6. Entertainment
Subject to what your function is for, you may want to consider some “entertainment”. Standard options are:
- Music – generally DJ or live band. Could also, for example, be a string trio. Band could be just one person performing up to any number of musicians you want!
- Guest speaker – these days mostly motivational or humorous or with a sporting theme. There are a number of companies which can source/ provide you with a suitable speaker
- MC- if your function is an important corporate function or event, you may want to consider the use of an MC. They can perform a valuable role looking after both introductions and housekeeping as well as humour and holding the function together.
There is quite a bit of work coordinating the entertainment requirements for a function including ensuring that all the entertainers arrive on time, get fed and watered, payment of etc. All this can be easily managed by an event manager
7. Audio Visual/ Lighting/ Sound
Could be required for large, mainly corporate functions, both in function venues or temporary structure. You have no doubt been to some large functions where there is a guest speaker, a band is playing and quite possibly there is some additional lighting – quite likely you will have taken these components of the function for granted(!), however, if you want a band or guest speaker and don’t just want standard neon/ room lighting, you will need to factor this into your planning.
This is a function component requiring real technical skill and expertise
8.Gifts
Certainly not essential but if you have a corporate function or event, you might like to consider a small gift for your guests- this could, for example, feature your logo/ brand.
9. Invitations/ RSVP
Invitations to a function and especially the essential RSVP process are so critical for the success of a function. It is well worth making the effort to do this properly, at very least incorporating the following basic steps!
- Carefully determine who you would ideally like to invite
- Get the invitations out with good lead time before your event and with an RSVP date
- No later than two weeks out, follow up on the RSVP’s
- Get your final numbers in to the caterers, venue and other suppliers by the agreed deadline
- After the function, why not consider a follow up communication – could be as simple as “Thank you for joining us, trust that you enjoyed yourself etc” through to something a bit more elaborate such as a small memento of the function
10. Using an Event Manager
As you can see, subject to the size of your function, there is a great deal of very important thinking, planning and organisation required which generally takes time! You can of course do all of this yourself or have one of your staff perform this requirement. If your function is important, and most are, it makes real sense to certainly have a discussion with an event manager/ event management company. They will, at very least, take all the stress, pressure and worry away from you/ your organisation, save you a great deal of time and, most importantly, organise and deliver a professional event which will likely be a memorable experience for both you and your guests!
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Useful Event Management and Hospitality Consultancy Articles
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