Hospitality Solutions: Event management and corporate hospitality articles

Host responsibilities at a function

Tue, 26 Jul 2011 13:08:00 +1200

Host responsibilities at a function

This is certainly a major discussion topic at the moment. My interest, as such, is as a professional organiser and manager of various functions and hospitality, and also as a parent of teenagers – my wife and I have “hosted” parties at our home and our daughter has attended a number of school balls.

The first question is whether there is always some need for host responsibility, and why?

Part of the answer is the feeling in this country that there is a binge drinking culture in this country. Next question - does it permeate most generations or just younger people.

I’m not going to enter into a major debate on this particular question, as the purpose of this article is certainly to openly reference some of the challenges relating to drinking alcohol and hence leading onto drinking at actual functions, and then set out some basic host responsibilities which, if we don’t already do so, we should adopt and implement.

Certainly there is a drinking culture which exists and which affects the behaviour of a number of people, both adults and teenagers and which consequently does affect the functions and parties that they are attending, others who are present and of course themselves.

I have been present at many hundreds of functions where alcohol is served, and been in a position to observe mostly adults and to a lesser extent, teenagers drinking. On nearly all such occasions I have been totally “dry” -as such hopefully in a position to observe in an objective manner.

It’s the old adage – over 95% of the people present and over 95% of the functions are devoid of any issues, but a few don’t neatly fit into this category, and these are the ones that make the news and can result in tragic consequences, not to forget that some attendees make absolute idiots of themselves.

So, do we have certain responsibilities as a host of a function? Indeed, even for

a function where adults are the guests, there are some basic responsibilities that

should be taken.

Starting off with adult functions, do some attendees drink to excess? Yes, clearly some do. I can well recall some corporate functions, mainly corporate hospitality, where, because beverage is supplied and “free”, some arrive at the function “hell bent” on consuming as much alcohol as they can as quickly as they can during the pre match hospitality, then going to the game or event, quite often buying some further alcohol during the game, and then returning to the hospitality event for more drinking! Not smart behaviour to say the least.

Corporate functions at race meetings where people arrive late in the morning and drink solidly until late afternoon/ early evening are not always pretty sights especially when the alcohol is flowing and paid for by someone else! I remember being fortunate enough to go to the Melbourne Cup one year and admiring the glamour of especially women arriving and drinking their first champagne….six or seven hours later, some of those same women could be seen sprawling on the ground and were in a far from elegant state I can assure you!

Yes, adults do not always behave in an “adult” manner at functions.

And yes, there is a binge drinking culture prevalent within our society and it’s not just with our teenagers. Is it going to change? What can we do to change or maybe influence this?

Influence, maybe, change…unlikely certainly in the short term!

Host responsibility is something that we can do to assist with influencing behaviour at certainly functions and parties, and most of this is simple common sense and taking of some responsibility for guests, friends and clients attending your function.

Well, this has been quite a lengthy introduction! What are some obvious host

responsibilities that we can take on board and incorporate when we are involved with a function, private or corporate, party or gathering

Typical function – host responsibilities

Below are some basic and very standard guidelines which would apply to a corporate function/ corporate hospitality….or in fact a private party/ function:

Provide lots of food throughout the duration of the function – the middle/ main part of the function or menu is generally well catered. Focus on having food available on guest arrival as some may be hungry and in need of food before they start drinking. Also the final hour, as quite often, some people will suddenly realise that they haven’t eaten enough and may have had one drink too many, so go looking for food – unfortunately, at some functions it has all gone. This is not good host responsibility.

Ensure that there is a plentiful supply of non- alcoholic beverages which are well displayed, and encourage serving and drinking of them

Security – certainly for corporate hospitality security presence is essential with simple, core responsibilities – checking accreditation/ whether the correct invited guests are entering (there are often others wanting to “gate-crash” either to have a drink with their colleagues or mates or simply because free drinks are being served). This service is required throughout the duration of the function. The other role which, fortunately, is rarely required, is to assist with any people who are intoxicated and if necessary, assist in getting them to depart either with a friend or calling a taxi if necessary.

With corporate hospitality there are always liquor license requirements with the license generally held by the caterer or entity serving the drinks – they should take the lead.

With a private function, host responsibility is key. So…a combination of some simple common sense measures and some awareness/ responsibility from the host.

Teenage party or “gathering!”

If you have teenage children, it is quite likely that at some stage of their later secondary school years, you will be asked if your son or daughter can have a small “gathering” or party.

Unless you are really hard nosed, it is difficult not to say “yes”, particularly if your teenager is regularly being invited to other parties!

It is not necessarily going to be a nightmare (!), provided you put in place some agreed stipulations and parameters.

Here are some ideas:

In my view, make sure that you are at home, otherwise potentially you are inviting problems! Hopefully you have a room that you can spend the evening “relaxing” as much as possible.
Without wanting to appear intrusive, keep an eye on what is happening as this is a key part of host responsibility. If you are looking after the catering, this is an ideal way to be involved
Have an agreed number of guests to be invited, a number that you are reasonably comfortable looking after, managing and being in control of. This number may take a bit of negotiating with your teenager!
Ensure that there is an invitation list which is printed out for you or your teenager to take responsibility to check off (or a security person). This doesn’t mean that there is no flexibility but at least it sets parameters/ expectations
Have an agreed finish time and that your teenager makes guests aware of the time well before the actual evening
Security person – we haven’t had more than 40 guests which is our limit for both space and management reasons, but if you had, say 50 or more guests, engaging the services of a security person would be a good idea as it provides you with that extra feeling of comfort and control – the security person would take care of the invitation list, amount of alcohol being brought, potential gatecrashers and assist with any issues that might arise….hopefully none!
Food – make sure that there is lots of food served during the evening. The good old “blotting paper” need never changes! Food can be simple and inexpensive but needs to be readily available. Try also to gauge when the food is mostly needed and certainly save sufficient for the final hour
Soft drinks – ensure you have and that its availability is easily visible / advise guests of this when serving food
I would strongly recommend that you do not allow any “drinking games” to take place – you don’t want to appear a “spoiler of fun”, but all these games achieve is to unnecessarily hasten for some, early intoxication, so no reason to encourage this
Be aware of and discourage any “egging on”/ encouragement of getting a particular teenager drunk – no it’s not actually funny, and we are all well too aware of potential dire consequences of this behaviour
If you notice any of the guests appearing intoxicated, immediately call their parents to come and pick them up

Once again, there is nothing amazing or novel in this advice, just some practical

common sense – you want your teenagers to have a good time with their friends, but important to have some agreed parameters and expectations in place, and also provide some base hospitality as part of your host responsibility.

School balls/ pre balls

School balls are currently very much in the spotlight mainly for all the wrong or

sensational reasons.

I read with interest and with understanding, both as a parent and also as a professional hospitality industry person, the recent article in the NZ Herald by Brendan Schollum, a former school principal of fifteen years. Indeed schools face a very challenging situation and decision with their school balls and how they mitigate challenges due to alcohol and drugs, especially with the media attention and focus that prevails these days.

Schools are in a “dammed if they do and dammed if they don’t “ position with regard to holding school balls, this situation made all the more challenging with the intense media focus on them, especially in the case of private or high decile schools. Having a photographer(s) present outside of the Eden Park Function Centre taking photographs of people leaving the recent King’s College ball is a typical example of the media spotlight on these balls and schools.

It is quite understandable that a number of schools would like to delete the traditional school ball from their calendar, and to be fair, who could blame them – school balls used to be an event that pupils would remember for all the right reasons. These days, unfortunately for many teenagers, the focus and feature is not actually the ball but the pre and post ball parties, and for some, the opportunity to get “tanked up” prior to the actual ball.

If the teenage student demand is to have pre and, if they can arrange them, post ball parties, it is going to be very difficult for schools to want to continue holding balls with all the corresponding stress and attention from the media. All they can do is to provide very strong advice to parents and guidelines regarding smaller number, acceptable gatherings where the likelihood of drinking and drug taking are hopefully minimised.

Host responsibility should follow the guidelines for the Teenage Party but with the following specific and stringent action points:

Restricting numbers eg max 40-60
Strong parental presence and management
Strictly defined duration
Restricting the amount of alcohol served
Providing a suitable amount of food
Providing non- alcoholic beverages including the likes of an attractive punch
“Security” if the party has more than 30 odd, to check guests arriving (invited

guests only and no alcohol brought); bags of those departing

Legal drinking age

I must admit that I’m an advocate for raising the legal drinking age to even nineteen or at least excluding teenagers who are still at school – there is then a level playing field and we avoid some year 13 children being able to legally go to bars, whilst others use fake ID and others simply do not feel comfortable in breaking the law.

I’m not sure of the best workable change to the law, but I would certainly exclude teenagers who are still at school. Could, for example, legislation be drafted so that teenagers became legally allowed to drink when they leave school after year 13, or for those who have left earlier, seven years after they commence their secondary school?

Too many problems to me are caused by the expectation of drinking and having school children legally able to drink is part of the issue.

In Conclusion, No “rocket science” required with host responsibility, and a tad of pastoral care and responsibility will assist with mitigating unnecessary drinking and subsequent problems.

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.

Source: Host responsibilities at a function

Event Management

Mon, 25 Jul 2011 18:21:00 +1200

Event Management

Presenting your organisation/ brand at a function you are holding

It all seems too simple and obvious to me! At some cost, your organisation invites some clients/ guests to a function – you feed them and water them, you might even be providing some entertainment. On many occasions someone from the organisation will make a speech, generally welcoming/ thanking guests for coming along, or alternatively introducing/ selling/ launching a new product or brand. All good so far!

It is highly likely that your guests will be really appreciative which is great!

Quite often the missing “finishing touch” if you like, is the manner in which the

organisation presents itself through the use of simple theming and branding. In fact, I often find it frustrating that an organisation can spend many $$ hosting guests without investing a small amount of time in ensuring that all its functions present the organisation appropriately and professionally.

My advice is to have a simple but strongly drafted template to cover simple theming and branding across all external functions that your organisation has. Keeping the “simple” theme, below are some headings which would very easily form the basis of such a template, and which would ensure that the presentation of your organisation is always:

Seamless

Consistent

Professional

Promoting your brand/ logo/ colour

Cost efficient/ affordable

Invitations

Invitations are a given in the sense that, of course, one does invite people to a

function…otherwise nobody would turn up!

What is important, however, is to ensure that the entire invitation process is accurately and thoughtfully carried through ie, the right people are invited, there is follow up and all of this is actioned in a timely manner!

How often at the last minute are “ring-ins” invited to a function (especially corporate hospitality) to fill a table!?

What about a suitable thank you follow up after the function?

Key – thought, accuracy, with timelines and, if possible, something a tad different?

Company branding/ logo

Your organisation will no doubt have a logo which incorporates two or three colours eg red and black.

I am a firm believer that your brand/ logo should be represented at every external function that you have, and your colours used simply and effectively to create colour and theming.

There is no limit to what can be done and achieved and this article provides you with some options – one very simple recommendation is to get two or three pull- up banners with your logo, a tagline and displaying your company colours.

These banners are not expensive, are effective, easily stored and erected/ dismantled.

Have them and use them at all functions,eg one by the entrance, the other at the front of the room, for example it could be located behind the area to be used for speeches/ a presentation.

Serviettes

You need serviettes at every function – yes, your caterer can provide or you can simply get a supply of serviettes from your local supermarket, but why don’t you go one step further and ensure that you present your company through the serviettes.

Very simple options:

Get branded cocktail serviettes – this will cost you a few cents each! Use at all finger food functions or working lunches

Get branded standard size serviettes for “sit down” functions

For important dinners or lunches, use linen napkins (your caterer might even cost these in as part of the food pricing) – don’t just have a plain napkin. Either get printed napkin holders or “dry hire” simple holders using your company colours eg blue satin around a white napkin Either option will look stunning on the table.

On the above basis, you will have serviettes befitting the type and importance of every function.

Chair covers/ bands

Chair covers and bands can really “make” and transform a function and room. As an example, in a marquee situation where plastic chairs are being used, chair covers will instantly change the entire “look and feel” creating a classy and colourful environment.

Another simple illustration is in a function venue which looks “tired” and also has old chairs – use of chair covers will more than spruce up the room.

Using a band or sash with the chair cover is inexpensive, provides a contrast colour and enables company colours to be easily incorporated at the venue eg green and black for the National Bank…instant brand identification.

Table cloths/ runners

As with chair covers, use of linen table cloths is a key component of a “sit down” lunch or dinner (exception being a casual working lunch of course). Fortunately caterers or function venues generally include linen tablecloths as part of the food costs.

If budget permits, also use a table runner – you can either hire using one of your

company colours to contrast the cloth eg green runner on black cloth or blue runner on white cloth.

If you have a number of functions, you could get your own runners in a suitable colour with your logo featured.

Menus

Not so important, but if yours is a very large organisation which has numerous events over a year, why not get your designer/ agency to design a menu shell which can be used again and again – simply but carefully attach an insert with menu and beverage details for each particular function and remove after the function, repeating the exercise for the next function.

This becomes a very effective means of adding colour and sophistication to a function as well as providing instant branding!

Once you have the menu shells, the inserts can be looked after by your staff, again using a template.

Menus can also be used for cocktail functions – dot them around the room on tables, bar areas etc.

Caterers

Not strictly presentation, but much of this article is about having a simple template to cover different functions and requirements for those functions, with the objective of presenting your organisation professionally.

Taking this a further step, if you don’t already do this, and I believe that most

organisations do, ensure that you have one, two or three preferred caterers with the following criteria:

Catering skills/ strengths cover the range of functions required by your organisation

Are good to deal with – helpful with suggestions, receptive to your briefs, not defensive following feedback etc

Can deliver to a budget

Will constantly provide quality catering and service

Will still look after you with a smile for a short notice catering job!

Your staff should be instructed to use caterer x for certain types of functions, caterer y for others etc

In this way, you should receive consistent quality catering to agreed budgets utilising the caterer’s strengths which will again reflect well on your organisation!

Base minimum theming/ branding for a function

Following the template, for a simple breakfast, lunch or cocktail function, you would have the following theming/ branding components:

Two or three pull up banners

Branded cocktail serviettes

Suitable caterer who would deliver appropriate food (and service if required) to the appropriate quality/ budget

Important dinner or function

This logically being the opposite end of the scale, you could look at presenting your organisation incorporating:

Invitations using an “Invitation Template”

Minimum three pull up banners (one by entrance and two on stage/ behind speaker)

Linen napkins with either branded napkin holders or holders with dominant company colour eg blue

Chair covers and band or sash with at least one company colour used

Linen tablecloth (preferably floor length) and table runner (branded with logo or suitable company colour)

Printed menu/ beverage list inside company menu shell

Suitable caterer from preferred supplier list who would deliver a quality catering experience to the appropriate budget

All of the above (excluding the catering costs) would cost as little as $10-15 per head (this is based on existing investment in the pull up banners and menu shells.) - compare this to what your company will be paying for the required food and beverage, so convince yourself that a little planning and thinking along the above lines will not assist your organisation’s profile and professional reputation…and likely success!

Hospitality Solutions can assist your organisation in compiling a simple, yet effective template which will ensure that your organisation is always suitably but not extravagantly presented whenever it hosts clients and guests.

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Source: Event Management

Corporate Hospitality Planning Checklist

Wed, 18 May 2011 13:33:00 +1200

Corporate Hospitality Planning Checklist

Evaluation of and assistance in compiling a commercial corporate hospitality model

I have worked with many sporting bodies, promoters and event stakeholders in putting together corporate hospitality packages which both deliver commercial results and also meet market demands/ are saleable.

Hospitality Solutions, with our combined experience covering all hospitality components, can easily assist event or sports stakeholders optimise this commercial opportunity.

Below are the sorts of questions and scoping out of options/ opportunities that are necessary in putting together a commercial corporate hospitality model – this is very much a consultation process in conjunction with the stakeholder

The questions/ action points below were from an actual consultancy role for a sporting body in Australia

Scoping out of the corporate hospitality options/ opportunities

Compile list of questions and action points to jointly follow up on/answer as soon as possible

If applicable, research of current hospitality in the venue/stadium to be used, from other sports teams using the venue- package details, inclusions, pricing, uptake etc (acknowledging different dynamics)

Research other hospitality being marketed and sold in your city

Research other hospitality from your sports code in Australia (note all of this research could be undertaken by your own staff, time permitting with brief from me or jointly)

Site inspection trip asap- purpose to include:

Stadium inspection - full understanding of layout, lounges, corporate suites,seating, proximity of lounges to kitchens, guest access etc

Consideration of theming and, if applicable, AV/L/S requirements in lounges

Meeting to discuss and conceptualise hospitality and go through the list of questions/action points previously sent

Discuss sales and marketing options (refer below for some detail)

Make contact with and brief logical suppliers and seek quotes

Have session with the stadium caterer - discuss catering concepts and options. Follow up with brief and get costings and draft menus for consideration/evaluation

Upon return from the site visit and following receipt of sufficient detail and costings from key suppliers, put together some draft hospitality packages/pricing for consideration/ scrutiny Simple objective - best utilisation of your available hospitality space together with hospitality offers aimed to meet your target market needs.

Outline base sales and marketing requirements and some options/commercial sales models

Compile draft hospitality budget with full details of package costs and components

Consider/outline ongoing structure/ management of the corporate hospitality

Plan for event day set-up and management of hospitality plus full debrief processes

Jointly compile seating plan re: seat “release” if not sold out for hospitality use

The above are all critical to the compiling of a corporate hospitality model and more importantly, the accurate and successful carrying through/delivery of the hospitality.

Following the above, we would discuss possible ongoing involvement with the organisation – this could be simply operational assistance which could mainly be conducted remotely, or full operational/ marketing/ delivery involvement.

If you are a stadium, sporting body, promoter or commercial stakeholder and believe that there is a corporate hospitality opportunity around your event(s), we can quickly assist you with the initial scoping out of opportunities.

The initial consultancy would be complimentary.

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Useful Event Management and Hospitality Consultancy Articles

Source: Corporate Hospitality Planning Checklist

Corporate Catering Checklist

Wed, 30 Mar 2011 00:00:00 +1300

Corporate Catering Checklist

Corporate catering has many variables - this checklist is designed to help you run a smooth corporate catering event. Having initially been a caterer and then “jumped the fence” to event management and corporate hospitality, I cannot stress highly enough the importance of having quality and successful corporate catering at your function.

Every function is important, and if the caterer’s performance does not meet your expectation and/ or that of your guests, the function is not likely to be a memorable experience, simple as that!

Over the past sixteen years in corporate hospitality, I have unfortunately experienced a handful of unsatisfactory catering performances resulting in disappointed clients and some complaints.

There are many, many caterers around and it is really important to either:

Select a caterer who can meet your brief/ budget and deliver the type and standard of catering that you seek…and/or

If your function is at a venue with its own caterer whom you are required to use, have the skill and confidence to carefully brief the caterer to ensure that you get both the catering experience that you expect and also pay a fair price for the catering….and for other possible costs

Venue caterer

Generally a venue caterer is appointed by the venue because of their suitability to deliver the quality of catering that the venue would expect and hence avoid complaints about! True!

Yes there is also a financial return consideration for the venue but quality of catering is paramount for the venue, so you should be able to expect quality catering from the venue caterer…which is a good start!

Briefing a caterer -some key questions/ briefing points for your prospective caterer(s) – either seeking a quote or briefing the venue caterer

1. Carefully let the caterer know exactly what you are seeking with your function, what is the purpose of the function, and also your budget – this may be a silly question but do you have a realistic idea of what your catering should cost? Taking this one step further, what about your total function costs ie factoring in other costs in addition to the catering.

2. Even if you already have a menu concept in your mind/ plans, talk to the caterer about all menu options and concepts and try to understand the caterer’s strengths, what they might be recommending – for example some caterers prefer to serve a buffet meal and are not really geared up to serve plated fare. Others are wonderful with finger- food but not necessarily with other menu concepts. Having this discussion should assist you in finalising the menu concept and having confidence in the catering performance. If you are deliberating about which caterer to appoint, this should also assist.

3. Carefully brief the caterer with exactly what you want with the menu e.g

Plated cold seafood entrée with vegetarian backup

Plated main course using, for example beef, with no choice of dishes aside from a vegetarian option – the main course (unless you have a cocktail function) is clearly the most important dish and you may or may not have preferences with regard to meat or even cut of meat (eg lamb rump). Get the advice of the caterer with options based on meat and cost. A standard chicken main, for example, might cost $10 less than eye fillet? A seafood main course is generally not a sensible choice as a number of your guests may not enjoy seafood

Platter of mini sweet items or petit fours

NZ cheeseboard

Tea and coffee

The above menu concept is just one simple menu option and there are obvious variations such as:

No canapés

Entrée replaced with selection of breads and oils – this will reduce the cost of the meal and remains a “classy” option

Vegetarian, poultry or meat entrée and not seafood

Alternate drop with the mains - you can now choose two main courses with half your guests receiving one and the other half the other. This is a popular option but does slightly add to the overall cost

Full choice of two mains – guests can choose which main they prefer. Nice but will add $10 plus to the cost as the caterer obviously has to cook a number of additional meals to cover this option

Full dessert

No cheeses etc!

What else is included eg - sound system, coat check, basic floral arrangements, security etc

What else do you need to organise?

Beverages – this requires some serious thinking and decision making!! Can I suggest that you click onto “ Planning your next function – how much beverage do you need to have??”, as this should provide you with assistance and guidelines

If you’ve never previously dealt with this caterer, don’t hesitate to ask for references, both written and verbal, and do follow up with the verbal references as careful questions should give you some significant comfort and assurance

If your event/ function is large or high budget, once again don’t hesitate to ask for a food tasting. As was the case on one particular occasion that I well recall, the menu looked great on paper but turned out to be an inglorious hotchpotch of colour with the stadium venue chef trying too hard to impress. This menu was for an upcoming function of approx 1500 and would not have been well received – rest assured the menu was changed as a result of the food tasting!

I hope that this provides you with some basic advice for your next major function(s) when considering catering options and costs, as it is really important to provide a careful and accurate brief to the prospective caterer and ask the right questions – this will at least give you a good likelihood of having a successful, memorable function/ event.

Having a good understanding of catering certainly helps – if your function is large or really important, engaging the services of an event manager with catering experience mightn’t be a bad option to consider!

This consideration will likely provide you with some comfort and assurance regarding the very important catering performance.

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Source: Corporate Catering Checklist

Event catering - the critical importance of

Wed, 30 Mar 2011 00:00:00 +1300

Catering

The Critical Importance Of

Event catering requires both a good understanding of catering and also good planning and organisational skills - most people do not think sufficiently about or have the necessary “event catering experience” to guarantee that the catering at a function will be successful and result in a memorable function for them and their guests.

Below are some important pieces of advice for successful catering, which could be valuable as you think about an upcoming, important function which you need to organise.

Quality, accurate catering is generally regarded as the most important component of a successful function/ event
A poor catering performance is the biggest reason for dissatisfaction or disappointment with an event eg All Blacks test match hospitality
Understanding the strengths and abilities of a prospective caterer is a very significant driver for a successful function
Choosing the best caterer for your particular function will greatly assist in the function being successful with catering that meets your expectations
Having a good understanding of current catering pricing (both food and beverage) helps greatly in ensuring that you pay a fair and reasonable price for your catering requirements and work within your budget
Accurate briefing of and negotiations with a caterer will likely result in a quality catering performance
Only experience of and professional understanding of “catering” will provide the necessary assurance regarding briefing and negotiations with a caterer
This experience will generally only be found with an experienced event manager or person who has significant experience or background in the food/ hospitality industry
This experience will significantly assist you and your guests in experiencing a memorable, rather than disappointing function

My strong recommendation when planning an upcoming major function or event is to at least consider using the services of an experienced event manager who has considerable experience with hospitality and catering.

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Source: Event catering - the critical importance of

Function Organisation

Tue, 15 Mar 2011 00:00:00 +1300

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.

[[snippet:services]]

Useful Event Management and Hospitality Consultancy Articles

sponsorship template - how to maximise sponsorship through hospitality

function beverages planning

the critical importance of event catering

event managers - ten essential skills

corporate catering checklist - key questions/briefing points for a prospective caterer

host responsibilities at a function

Source: Function Organisation

Sponsorship - how to maximise sponsorship through hospitality

Tue, 15 Mar 2011 00:00:00 +1300

Sponsorship Template

How to Maximise Sponsorship through Hospitality

Accessing a sponsorship template will significantly assist an organisation in maximising its sponsorship investment.

In New Zealand, organisations which sponsor major sports or events generally do not appreciate the opportunities and options to maximise their sponsorship investments especially through the use of hospitality.

Globally, corporate hospitality is almost always present whenever there is a major sponsorship, regardless of the nature of that event or property. Hospitality is one of the key tools in activating and maximising the value of sponsorship investments. Given the dominant position that sport occupies in sponsorship, most corporate hospitality is connected with sport.

This sponsorship template was written to help you get the most out of your sponsorship.

Hospitality has become increasingly important especially as the cost of customer acquisition has soared – it now costs around four or five times as much to acquire a new client as it does to keeping an existing one.

Face-to-face entertainment and hospitality plays a vital role in both developing and sustaining customer and employee relationships.

In New Zealand, whilst undoubtedly corporate hospitality is relatively widely used, especially for rugby test matches, most organisations do not fully appreciate the value of hospitality and particularly when used in association with the sponsorship of a sporting or cultural event(s).

Official corporate hospitality is indeed one option to sponsors if it is available for the sports or events that they sponsor.

There are other options available to sponsors which should be more affordable especially as sponsors should have a supply of event tickets or certainly have access to them.

Hospitality Solutions has worked with organisations and sporting bodies, using a proven, successful model, to create bespoke, exclusive functions for customers, guests and VIP’s which are cost efficient, seamless and very professionally organised and managed.

The model has the following key components and features:

Enables sponsors to maximise their sponsorship through hospitality
Provides exclusive hospitality functions for the sponsor – no sharing the function with others, thus enabling total sponsor theming and branding.
Is cost efficient, seamless, with professional organisation, planning, management and delivery
Focuses on the key elements/ components of hospitality
Has experienced F&B professional to brief, negotiate and organise the very important catering requirements for all functions
Same dedicated Event Manager to manage most if not all the sponsor’s functions – takes responsibility for set up, delivery and pack down of all functions
Simple but effective and cost efficient theming concept highlighting branding, logos and sponsor colours. “Dry hired” components to keep costs down.
Takes all the responsibility, time, resource and “stress” away from the sponsor
Looks after all the hospitality supplier invoices and payments
Is viable financially for functions of 50+ guests over a number of functions eg six functions of sixty
Full Debrief at conclusion of functions together with detailed function costing

Some organisations will already be organising functions for their customers around events that they sponsor, either in-house or using an event manager.

Based on the features of the Hospitality Solutions proven and successful model, we would recommend at least a chat for any organisation with upcoming sponsorship opportunities taking into consideration:

Professionalism including with catering
Seamless organisation and delivery
Cost effective
All responsibility including management of the financials taken by Hospitality Solutions

Let Hospitality Solutions enable your organisation to fully maximise its sponsorship investment through hospitality!

Having an initial consultation and evaluation will cost you nothing – it would be totally complimentary!

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Useful Event Management and Hospitality Consultancy Articles

Source: Sponsorship - how to maximise sponsorship through hospitality

Event Beverages planning

Mon, 07 Feb 2011 00:00:00 +1300

Event Planning

How much beverage do you need?

Event planning for the amount of beverages required is generally a dilemma for whoever is organising the function! How much beer do I need to get….and what mix of beers? How much wine….how much red…and do I need/ should I get both sauvignon blanc and chardonnay??? What about water….and soft drinks?

Of course there is no perfect formula when doing your event planning, but hopefully this will at least provide you with some guide lines.

This is based on levels used for full commercial corporate hospitality where people are invited to a function at which all the beverage is provided and paid for – as such these guidelines should be a maximum amount for your event planning!

If your function is in a venue where the caterer or the venue provide the beverage, then generally you will be charged on “consumption” (ie how much is drunk) or you may have the option of taking a beverage package covering the duration of your function eg three, four or five hours. If this is the case you don’t need to worry about quantities, just choose from the beverages they have on their beverage list!

If you have the choice of being charged on consumption or taking a package, my advice is to firstly look at the prices of the beers and wines – if you feel that they are reasonable and you don’t believe that your guests or clients will drink excessively(!), go for consumption, as the caterer or venue will have ensured that they are “covered” when calculating the price for a beverage package!

On the other hand, if you’re not sure, a package does enable you to budget accurately

Ordering Guidelines (for approx 4-5 hours)

Wine

Simple rule is to order two thirds of a bottle of wine per person.

So if the function is for 100, get approx 66 bottles of wine, maybe rounded up to 72 ( six cases of wine)

Generally a safe mix has a red, sauvignon blanc and chardonnay – the red could be a cabernet merlot blend or if you prefer and have the budget, a pinot noir.

A pinot gris could be substituted for one of the whites
Safe ordering could be two cases of each of the three wines
If the function is more of a celebration, you might also want to serve champagne/ methode – this can either be used as a welcome drink or served throughout the function

Again, as a guideline,18 bottles should be sufficient as not all guests will want bubbles but some will appreciate a second glass!

If you do decide to serve bubbles, reduce the whites accordingly – maybe 18 bottles of the two whites and the bubbles? Yes this will slightly increase your overall order by six bottles but as you should be able to purchase on a “sale or return” basis, you won’t loose out and all bases should be covered!

Beers

For corporate hospitality, we generally work to five or six beers per person – once again not everyone will drink beer but some will certainly exceed this amount over three or four hours

A lager, a draught and a light beer is generally sufficient to satisfy most beer drinker’s palate – our experience is that around 75-80% of the beer consumed will be lager, especially if it’s a premium lager such as Steinlager Pure or Heineken, 5% light and the balance draught. This will vary based on the guests attending so a guideline for your 100 guest function could be:

600 beers in total ordered (50 doz)
35 doz lager
12 doz draught
3 doz light

Soft drinks

It’s really important to be socially responsible and provide non-alcoholic options for people to drink.

A simple range could be:

Water, still or sparkling or tap
Orange juice
Coke and lemonade

Quantities - this is not high cost and even if over ordered will be eventually consumed.

Just ensure that you have lots of non- alcoholic drinks available

To conclude

Have fun organising your upcoming function and hopefully these guidelines will assist you but please remember the following:

If you are providing the beverages, get them on a “sale/return” basis – nearly all beverage outlets will do this but you will need to look after the unused stock ie it will need to be returned in the same condition that you purchased it

Keeping drinks cold- either frig space if there is enough or hire a frig or hire a large drum and ice. If you use a drum with ice remember to keep labels out of the ice if you are on “sale or return”!
Glasses – ensure that you have lots of glasses, as people do tend to leave their glasses around and then can’t find them, and also could change their drinks in the course of the function
Do you have corkscrews/ wine knives and bottle openers?
Keep some of the wine and beer boxes/ cartons for returns
Ensure that you have lots of soft drinks and carafes for tap water or orange juice

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Useful Event Management and Hospitality Consultancy Articles

Source: Event Beverages planning

Event Managers

Mon, 07 Feb 2011 00:00:00 +1300

Event Managers

Ten skills to look for when considering a good event manager

Event managers should always have these ten basic event management skills:

1. Listens carefully to the client and fully understands their needs/the brief

2. Event management experience - the client should be able to “sleep at night” in the knowledge that their function/ event will be successfully and professionally delivered on time and to budget!

3. Industry expertise and contacts - the client has vested their trust and confidence on the basis that the event manager has all the answers or can get the right answers!

4. Works within budget! - agree on the budget and work within this budget

5. Organisation skills - this goes without saying!

6. Time management - naturally! Planning, re-planning and scheduling to time

7. Passion - the passion to want not only to do the job and with a big smile and enthusiasm, but also to add value with creativity and excitement!

8. People skills - with client, client’s guests, staff and suppliers!

9. Communication - listening, sharing of ideas and articulating clearly

In summary, a good event manager should possess all these skills and qualities and use them all to professionally and seamlessly deliver your function or event, and, in the process, add significant value with their expertise.

This article was written by
Ian Fraser of Hospitality Solutions Ltd

[[snippet:services]]

Useful Event Management and Hospitality Consultancy Articles

Source: Event Managers

Bledisloe Cup 2010 Wallabies

Thu, 10 Jun 2010 00:00:00 +1200

Australian Rugby Union boss John O'Neill admits the time has come for the Wallabies to turn improvement into hard results as the upcoming Test season looms large. Buoyed by the performances of the Australian franchises which saw the Waratahs (third), Reds (fifth) and Brumbies (sixth) all finish in the top half of the Super 14 competition, O'Neill expects Robbie Deans' side to start re-stocking the trophy cabinet at ARU headquarters. "It's time to win some silverware and the silverware that matters is the Bledisloe Cup, the Tri-Nations and the William Web Ellis trophy - they're the three big ones," said O'Neill. "I'm cautiously optimistic that 2010 could be a very good year for us and then we'll be well prepared for next year. "Teams around the world are looking at us...and I think the skill levels of our players frighten other countries. You don't see that sort of ball-in-hand play that much in the north, so I think we're in reasonable shape. "It's a year (in which) not only our hopes but our expectations are high. We've openly admitted that our performance in recent years has not been good enough. There's a Rugby World Cup in New Zealand next year and by the end of 2010 we need to know we're on the right track - we believe we are." The Wallabies face a challenging schedule with matches against Fiji, England (twice) and Ireland in June, followed by the annual Tri-Nations campaign against South Africa and New Zealand.

This article was written by
Ian Fraser of Hospitality Solutions Ltd

[[snippet:services]]

Useful Event Management and Hospitality Consultancy Articles

Source: Bledisloe Cup 2010 Wallabies

Bledisloe Cup History – Did You Know?

Thu, 08 Apr 2010 00:00:00 +1200

Bledisloe Cup was awarded almost eighty years ago in 1931 by Charles Bathurst - the fourth Governor General of New Zealand and the 1st Viscount Bledisloe to be the symbol of clashes between the All Blacks and Wallabies.

The Bledisloe Cup trophy was designed in New Zealand by Nelson Isaac, and crafted by Walker and Hall in London and is the largest rugby trophy in the world.

The Bledisloe Cup is regarded now as one of the hardest such crowns to win, notwithstanding the fact that the two sides are now legitimate superpowers on the world rugby stage. The holder of the Bledisloe Cup has a considerable advantage, being that the challenger needs to win a greater number of matches to take the famous trophy.

The Wallabies, challengers this year, will need to beat the All Blacks three times this year to win.
From 2003 to the present day, the All Blacks are currently in the middle of the second longest Bledisloe Cup reign in history, winning 12 of 16 matches against their most prolifically encountered foes.

Bledisloe Cup record from 1931, when cup was inaugurated

HEAD TO HEAD: Played 113, New Zealand 77, Australia 32, Drawn 4
SERIES VICTORIES: Played 49, New Zealand 37 (including 1931), Australia 12

This article was written by
Ian Fraser of Hospitality Solutions Ltd

[[snippet:services]]

Useful Event Management and Hospitality Consultancy Articles

Source: Bledisloe Cup History – Did You Know?

Bledisloe Cup Trivia

Wed, 07 Apr 2010 00:00:00 +1200

Bledisloe Cup

Bledisloe Cup matches were once played irregularly every few years, now Bledisloe Cup matches happen annually, and include Tri Nations fixtures between the two sides. Their World Cup fixtures do not count as Bledisloe Cup matches, which were always played in Australia or New Zealand. However, 2008 saw a match held outside the two countries for the first time ever when the teams met in Hong Kong, and a 2009 match was played in Tokyo.

Bledisloe Cup Wikipedia

Bledisloe Cup Trivia

Did You Know?

Rugby has been played in New Zealand since 1870, with the first match being played between Nelson College and the Nelson Football Club at the top of the South Island on 14 May. The first representative game was held later that year between teams from Nelson and Wellington.

The famous and largest rugby trophy was first contested in 1931 when the then Governor-General of New Zealand, Lord Bledisloe, presented the silver Cup as a perpetual Rugby trophy and a token of good will between Australia and New Zealand. The trophy was designed in New Zealand by Nelson Isaac, and crafted by Walker and Hall in London.

One of a Kind

Wallaby coach Robbie Deans has carved himself a unique niche in Cup history. The first foreigner to guide the Wallabies presided over Australia’s highest winning score against New Zealand – 34 points at Sydney last term – five years after he had been co-coach of an All Black side that had inflicted the highest concession of points – 50 – on Australia! Deans played fullback in a New Zealand side which retained the Bledisloe Cup with a 2-1 series win in Australia in 1984. He then helped the All Blacks regain the trophy for the first time in five seasons, in 2003, as assistant coach of the side which won that year’s series 2-0.

Results

Bledisloe Cup record from 1931, when the cup was inaugurated

HEAD TO HEAD: Played 113, New Zealand 77, Australia 32, Drawn 4
SERIES VICTORIES: Played 49, New Zealand 37 (including 1931), Australia 12

Why Corporate Hospitality?

In this current economic climate business can be tough, with lower demand; the pressure is on to win contracts and hold onto those contracts. One way to show your best customers that you value their custom is to spent time with them at a memorable and exclusive event. Using hospitality events is also a good way to spend time with sought after potential clients

Benefits of using corporate hospitality providers

Bledisloe Cup News - Possible Bledisloe Cup in Asia 2010

This article was written by
Ian Fraser of Hospitality Solutions Ltd

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Source: Bledisloe Cup Trivia

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Bledisloe Cup 2010 Wallabies

This article was written by Ian Fraser of Hospitality Solutions Ltd

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Bledisloe Cup record from 1931, when cup was inaugurated

This article was written by Ian Fraser of Hospitality Solutions Ltd

Bledisloe Cup Trivia

Bledisloe Cup

Bledisloe Cup Trivia

Did You Know?

One of a Kind

Bledisloe Cup News - Possible Bledisloe Cup in Asia 2010

This article was written by Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
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This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd

This article was written by
Ian Fraser of Hospitality Solutions Ltd