How to Plan a Successful Banquet
Banquets can often be the highlight of any event, but planning them takes a far greater amount of time than the banquet itself. Still, if you are willing to make the investment in time, you should be able to plan a banquet that everyone will be satisfied with. To do this means setting up a proper budget, understanding your guests' needs and making sure everything is arranged far in advance of the actual event. Those who wait to the last minute may find that a dream banquet can quickly become a logistical nightmare.
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Instructions
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Prepare a budget. Plated meals can run nearly $30 per person on average, which does not include the cost of renting a hall. That is simply for the meal. You may want to plan on at least $80 per hour on entertainment. Hall rentals vary greatly, depending on the location.
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Determine where you want to have the banquet. If you have a facility already, then you will likely need to cater in the food. If you use a ballroom or country club, it will have catering facilities already contracted or employees on staff to take care of the meal. Capacity and service are the two most important aspects to consider.
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Make plans for any outside facility well in advance of the actual date and comply with any down payment requests. Many people plan at least 12 months in advance, but try to make reservations for out-of-town guests as soon as you know accommodations will be needed.
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If you wish to have live entertainment, arrange for it immediately after confirming the facility. While banquets are usually for awards and other presentations, some also have some live music before or after the event. Some may have keynote speakers.
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Know your guests. While this may not be possible in all situations, if you know you have many guests who don't eat meat or have special dietary needs, planning ahead can make this an easier process.
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Send out banquet invitations six to eight weeks before the actual event. This will provide you with a final count and help you finalize your budget. Follow up with phone calls on invitations sent if you do not receive a reservation as many people may not RSVP.
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Finalize the banquet meal plan. Work with the caterer or on-site staff to determine what main dishes will be served, as well as if there will be any other courses, such as a soup or salad, or dessert. Beverages can be another factor and you may wish to have a cash bar.
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Make your final payment and provide a head count to the facility or caterer before the final deadline, which may be as soon as 72 hours before the event. Typically, the caterer may provide a few additional meals in case there are some who show up unexpectedly.
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Tips & Warnings
Many organizers choose to have several meats, or entire meal choices available, but this is strictly optional.
Be careful to observe all deadlines because missing even one could mean forfeiture of everything you have spent up to that point.
