• Regardless of the occasion or the size of the guest list, planning and hosting an event can be a daunting task. A seemingly endless stream of ‘to do’ lists and last-minute jobs can seem overwhelming even for the most seasoned host.
  
  
• Fortunately, a bit of insider’s knowledge is all that’s needed to create a memorable function which runs smoothly and allows everyone to enjoy themselves.
  
  
• Be Prepared! Look at your venue - do you have…?
  • access for staff and equipment drop-off prior to guest arrival
  • easy and clear access for guests
  • a shaded area and shelter for guests, if outside
  • plenty of bench space and refrigerator shelf space in the kitchen
  • bar/drink space with sink handy
  • accessible parking
  • electrical circuits that will handle cooking, music, lights, etc
  • adequate outdoor lighting, if evening event
  • designated places for cigarette butts – ashtrays or sand pails
  • clear and obvious access to bathrooms
  • a designated place for coats, bags
  • appliances (oven, bbq, refrigerator) that are in working order
  • tables for guests to set drinks and food down
  • chairs for older guests, those with children or guests who would like to sit and chat
  • special decorations, flowers, candles, lighting, music
  • plenty of gas for the BBQ
  • an alternative venue in case of wet weather, if outside venue
  • a clean and well-stocked bathroom
  • a designated present table, cake table, guest book table, etc as needed
  • trash cans
  • knowledge of any other local events that might effect your guests’ ability to get parking, navigate traffic, book accommodation, etc
  • a noise curfew or restrictions on event timing
  • a clear understanding of the terms of your venue hire contract, if applicable
    
    
• Get Good Help! Talk to your equipment suppliers, venue managers, hired staff – have you…?
  • been introduced to your hired staff and given a ‘point of contact’ person who will address any issues
  • mentioned special event themes, fancy dress, if applicable
  • let them know if it’s a surprise party, keep them quiet and unseen!
  • asked them if equipment and/or staff are available for longer if needed - What’s the rate
  • clearly communicated what you expect from hired staff
  • double-checked times, dates, locations, price and payment requirements with all suppliers
  • compile a master list of contact names and numbers for all key suppliers
  • advised hired staff of the timing of speeches, cake presentation, food service start/end, as needed
  • been told of any ‘tricks’ to using the venue appliances, equipment, door locks, smoke alarms, etc
  • alerted staff to any special food or drink needs among guests (children, vegetarians, people with mobility impairments)
  • shown staff the layout of the venue and the all areas where guests are likely to congregate
    
    
• Think Food! Everyone loves to eat – do you have…?
  • Enough food for the event’s time of day and the length of the function - your caterer should give you help with this
  • Food choices for any vegetarians, gluten free dieters, etc
  • A cake, if needed
  • Tablecloths, cocktail napkins, cutlery, crockery if not supplied by caterer
  • Kids food at adult parties and adult food at kids parties – you never know who will turn up!
  • A good mix of food types – seafood, vegetables, meat, sweets
  • Party-friendly food that’s easy to eat while mingling
  • An idea of the order in which food will be presented - will you have food set out when guests arrive?
  • Considered the photographer, the band, the dj and/or the marriage celebrant in your guest count for food
    
    
• Think Beverages! Partying can be thirsty business – have you…?
  • Considered non-alcohol drinkers - plenty of water, soft drink and juice on hand
  • Purchased a range of alcoholic beverages – white wine, red wine, low alcohol beer, regular beer, champagne, liquor
  • Made sure you have enough glasses for all beverages – budget for about 25% more glasses than number of guests
  • Asked your catering staff to clear empty glasses often – they can wash glasses if you run low.
  • Dedicated a good amount of space to a bar set-up, if needed
  • Decided where you will store drinks so that they will be cold but accessible - Do you need bins with ice?
  • Bought plenty of ice for chilling beverages and for making mixed drinks
  • Decided where BYO coolers and eskies will be left by guests
  • Provided BYO cooler tags and wine charms to make it easy for guests to keep track of their drinks
  • Asked your caterer if cocktail napkins will be supplied or if you need to purchase them
  • Considered placing an antipasto or cheese platter near the drinks to encourage drinking guests to eat
  • Designated a spot for recycling bottles and cans
  • Got extra bottle openers and bar accessories handy
  • Planned for spills and accidents, made your furniture and carpet stain resistant, cleaning supplies handy
  • Let your bartender know of any special guest drink preferences and have supplies on hand
  • Watched your guests to make sure they don’t drive if they shouldn’t be on the road
  • Got on hand the number of a taxi company if needed
  • Thought of drink accessories and garnishes – cocktail umbrellas, drinking straws, limes, olives, etc
    
    
• Everything Else! Little things make everyone happy and comfortable - have you…?
  • Purchased mosquito repellent
  • Told your neighbours to expect a bit of noise and traffic (or invited them along!)
  • Created a safe play area for kids and an open, cushioned space for toddlers and babies
  • Got cash on hand in case you need to make a quick dash to the corner store
  • Purchased birthday candles, if needed
  • Give yourself a pat on the back for a job well done!

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