To plan a fun and successful event in the Southwestern
Ontario area, our Event Planning staff would like to
offer you a few suggestions to make your planning
experience easy and enjoyable. Here are some tips you
should consider:
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Allow time to plan an event. Planning
is the most crucial and time-consuming aspect
for any type of event. The earlier you start,
the more likely you are to secure your preferred
venue on a particular date and develop a
successful event. You should contact an event
planner and caterer 6 to 18 months ahead of time
for any sizable event, such as a banquet, dance,
wedding, conference, concert, or other event
where more than 100 people will be attending. Do
this before you send out invitations or
advertisements. |
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Budget! Have dollar figures in mind
when you plan. You should be able to build a
budget based on your event plan. |
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Reserve a room based on the number of
attendees you realistically expect and best
fulfills the purpose of the event. You don't
want to crowd your guests and you want to
accommodate all the activities during your
event. Our Event Planning staff can offer
suggestions. |
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Ordering equipment and determining a
room's furniture placement will be simplified if
you plan in advance how you want the room to
look and discuss it with our Event Planners.
Include what elements you feel are necessary
such as food tables, staging, podiums, sound
equipment, etc. Consider renting a rain site or
tent for bad weather. We would recommend
Big Top
Tent Rentals Don't forget you will also need
garbage cans, and possibly fencing, electricity,
heaters, extra lighting, or extra ice. |
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Read contracts carefully, even the
boring parts. It will save you money and
headaches down the road. The contract is what
the facility or business will provide for you;
if you don't see something on the contract, you
won't see it at the event. It also states what
your obligations are, which are very important
to know. Also pay close attention to “hidden
costs” such as delivery or set up/take down
fees. If its not mentioned, ask to be safe. You
could think your getting a deal, until you
factor in the “other” costs. |
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Find out the maximum capacity of the room
for the way you want it set before you invite
people. Buffets, stages, award tables, etc.
all take space away from the room, which will
affect how many guests the room can accommodate. |
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Talk to your caterer. Most will
customize menus to fit your budget. They can do
more for you if you give them a budget to work
with. Make sure you are clear when discussing
prices; a "per person" price is usually just for
food and does not include delivery, service,
china, linen, or decoration. We would recommend
Culinary Catering - Excellent food, and
portions for an excellent price. |
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Think about paying for extras that will
make your event a success. Rental of items,
professional sound equipment, lighting, or extra
servers could make a big difference in the
success of your event. Linens, decorations, and
extra lighting may go far in giving you the
ambiance you want. For your floral and
decorating needs contact
Michella Elisa Floral Design. |
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