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A successful function, be it a wedding reception, seminar, product launch or conference, demands adequate and detailed planning well in advance.

Even though most of the intricate details will generally be outsourced to dedicated companies like an event management company, catering hire company, professional photographer and PR company, it is the realm of the hostess to ensure that everything is on track for the big day.

When initially planning the event, it’s crucial to understand the primary objective behind the function. This will help immeasurably when making the final decisions on F&B, entertainment, décor and catering equipment hire.

Prepare a checklist

It’s always a wise idea to have a detailed event plan or checklist that you can go through on a regular basis and once you have achieved or confirmed each category, check it off the list. With a quick, cursory glance it’s then possible to see which categories still need your attention.

Pointers to include are

• Event venue – decor, lighting, flowers and additional space considerations, such as whether a marquee or dedicated exhibition area is required
• Transport & parking – Will the guests arrive privately or be ferried in by luxury coach or limo? Is there adequate parking and are parking attendants necessary?
• Staff – bartenders, waitrons, caterers, security personnel, cleaners, etc.
• Food & Beverage – the menu, wine, beer, spirits, mixers and ice
• Catering equipment hire – furniture hire, crockery hire, linen rental and the hiring of glasses, bar equipment and kitchen equipment
• The invitation – design, printing, addressing and posting
• Entertainment – DJ’s, bands, wiring and sound
• Publicity – press releases, invitations to journalists, press kits and photographers

Plan well in advance

Ensure you have given yourself more than enough time to get everything under control. It’s possibly a good idea to start planning the event at least 6 months ahead as premier UK venues tend to get booked up well in advance, as do leading caterers, planners and photographers.

Don’t rely on recommendations alone. Ask for samples of food, photographs, flower arrangements and so on and, if possible, try and interview as many of the people you are intending to outsource.

Learn to delegate

Lastly, learn to delegate. There is no point in outsourcing to specialists if you are constantly looking over their shoulders and second guessing them. Be perfectly clear, however, who is responsible for the publicity, insurance and safety and security of your guests – these pointers are paramount for a successful function.

About the Author:

Catering equipment…sparkling glasses…immaculate cutlery…stunning china… Whether you’re an event organiser or hosting a private occasion, choose Allens Hire for all your London catering equipment hire and furniture rental needs.

Article Source: ArticlesBase.com – Steps to Planning a Function

Clare Whitecross – Thorns Group