Meeting Planners Tip Sheet: Food

Here’s the second in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

 

Breakfast

Amount to serve:

• 1 item (bagel, muffin or pastry) per person for 75-90% of attendees
• Example: For 100 people, order 75 to 90 items (Generally 10% of attendees will not show for breakfast)

Tips:

• Bagels and muffins are usually the most popular.
• Order conservatively as it is simple to add more cold food if needed.
• If you’re doing a multiple day event, be sure to change it up each day.
• Consider putting the buffet table outside the meeting room to limit attendees from returning to the buffet once the meeting begins. If you do this, you may need signage stating who the buffet is for to discourage those outside of your meeting from consuming.
• If you have left over pastries, ask to put out for the AM break or have them delivered to your office or committee meeting.

Lunch/Dinner Buffet

Amount to serve:

• 0.8-1.5 entrees per person
• 1 beverage station per 75-100 guests
• 1 double-sided food station per 75-100 guests

Tips:

• Estimate 50% chicken, 40-45% beef or fish and 5-10% vegetarian
• One server for every 30-40 people for buffet style
• Too get an accurate count of the number of attendees served, count empty place settings with folded napkins and subtract from total seats. Alternatively, you can count the number of main plates and subtract the number remaining after the function.

 
Passed Hors d’oeuvres
 

Amount to serve:

• Before dinner – 4-6 per person or one of each kind per person
• Reception only – 8-12 per person (passed and buffet combo)

Tips:

• To conserve on food, use butler passed hors d’oeuvres instead of buffet style
• If you are serving hors d’oeuvres on a buffet, use small plates to help stretch consumption

 

Negotiating

If the hotel’s menu prices don’t meet your budget, work with your catering manager or chef to design a meal within your budget. All things are negotiable; with so many dietary needs and other factors. Your venue will be more than willing to working with you.

Making The Groom Feel Special!

We all know how easy it can be to get carried away when planning a wedding.  It is one of the most important days of your life, after all.  But sometimes all the running around, planning, and shopping can leave your main man feeling left out.  Here are some great tips on how to include your groom and make him feel special. After all, it’s their special day, too!

• Have a sports-themed shower for the groom and a few of his best friends and male family members, packed with beer, chips, pizza, sandwiches and Buffalo wings. The gifts should be exclusively for the groom.
• Make the groom’s cake a must at the wedding, and incorporate the groom’s favorite hobby into the design.
• Let him pick some of his favorite songs for the DJ or band to play at your wedding.
• Have snacks and drinks for him and the Groomsmen before the ceremony.
• Send a gift to his hotel room the night before your wedding.
• Let the groom walk down the aisle or enter the venue to a song of his choice.
• Incorporate the groom’s favorite color into the reception. For example the groom likes purple; you could incorporate it into the table linens or use it as the font color on menu cards.
• Send the groom and his groomsmen to get pampered (haircuts, massages or even the Spa – Men like the Spa too!)
• Get the groom’s opinion on male-geared favors for the reception.
• For the Cocktail hour surprise him with some special appetizers that he would love – Buffalo wings, mini corn dogs, etc . . . or even a fun childhood favorite dessert – like a cotton candy machine at the reception
• Stock his ride to the ceremony with his favorite tunes.

Planning A Themed Wedding



Masquerade Themed Wedding

When making plans for a wedding many couples may choose to go with a theme of some sort. A wedding theme is a great way to share something special about yourselves with your guests. In a way you are letting your guests know a little more about what you like and your personal style. Your theme can be anything that is special to you, whether it is a fairytale theme or a chocolate theme. The possibilities are only limited by your imagination. The theme that you choose for your wedding can be incorporated into every aspect of the ceremony from the colors, to the decorations, to your wedding attire.

The first step in planning your theme wedding is to decide on the theme. A helpful tip in this process is to sit down and make a list of different things that are important to you. In that list you can include activities that you like to participate in, as well as colors and holidays that you like.

Once you have your list, you want to create your wedding budget, as this will play a big role in what type of theme you are able to go with. With your wedding theme list and budget in hand, you can now begin the process of narrowing down your list. The date of your ceremony also plays a role in which theme you decide on. Do any of the themes on your list require items that are seasonal? If so, you may end up paying more for certain items that are out of season.

Some popular themes for weddings include; fairytale weddings, tropical weddings, and holiday themed weddings. Below are some tips on how to plan weddings with the above themes.

Fairytale Theme Weddings

Fairytale weddings are beautiful, and can be planned for almost any location. Think about the classical fairytales like Cinderella and Snow White for a little inspiration. Pretty much anything glamorous will work with this theme. Bubbles and confetti are fun to add to the reception. If your budget allows, you may even want to check on renting a carriage to take you and your groom to the reception after the ceremony.

Tropical Theme Weddings

Tropical weddings are extremely fun to plan. There are so many options as far as color and floral arrangements. Almost any bright, vibrant color will work. Tropical weddings do work best for the summer time months, and if at all possible outside ceremonies are the best choice. Butterflies and leis can be fun additions to the reception as well.

Holiday Theme Weddings

Holiday weddings are great, and can easily be done on a budget if you start planning well in advance. Christmas and Valentines weddings are very popular among this group. If you start planning a year in advance you can usually find all of your decorations, and even things that can be used as favors at the after holiday sales. Although holidays are usually a busy time of year, they do work well for weddings.

Whatever theme you may be considering, remember to keep an open mind and an open eye. You never know when you may run across something that will work wonderfully in your wedding.

We’re Engaged! Now What?

Congratulations on your engagement! You’re basking in the happy anticipation of your new life together and looking forward to your wedding day. You’re envisioning yourself dressed in white holding a lovely bouquet, as your mom and bridesmaids beam at you in their matching bridesmaid’s dresses. And then reality hits you: Planning a wedding involves lots of decisions and tons or work! Before you start feeling overwhelmed, take a look at this handy to-do list from Ellegant Affairs to get yourself sorted out!

1.     Determine a Date

Choosing a wedding date can be tougher than you’d think. There are a few things to consider:

a.     How much time will you need to prepare for your wedding day?

b.     Do any family/friends have a conflicting graduation, vacation, or pregnancy due date?

c.      Availability of a Church, reception venue, caterer, band, or photographer. If you have your heart set on a specific vendor that will also play a large part in your decision.

d.     Try to avoid dates of big conventions or other events that draw large crowds, since that might make it harder for out-of-town guests to get hotel rooms. Find out more wedding dates to avoid here: Wedding Dates to Avoid

2.     Announce Your Engagement

Call your local newspaper, your alumni magazine, and anywhere else you want your engagement announcement to appear. Find out the name of the appropriate editor or department and ask for the writer’s guidelines or a standardized form, if available. Also, ask if there’s a fee for publication. You can also broadcast the news on your blog, by email, or by creating a wedding web page.

3.     Consider a Consultant

If you’re a super-busy couple or would just like to relax and actually enjoy your engagement, hire a full-time wedding consultant to help you prepare your entire event, from the announcement to the honeymoon. You can also hire a part-time planner to devise a wedding blueprint — including budget, schedule, and lists of good vendor and site choices — before you launch solo into the preparations. Another option is a day-of coordinator, who will make sure everything goes as planned on your wedding day so you can relax and enjoy yourself.

4.     Set a Timetable

Consider is how long your engagement will be.  A typical engagement lasts anywhere from six months to a year and a half or more. If you got engaged during the holidays but always wanted a summer wedding, make sure you’ve got enough time to plan without making yourselves wedding-crazy, and keep in mind that many vendors and reception sites book a year or more in advance.

5.     Envision the Style

Your wedding style will be reflected first and foremost in the location, whether it’s a posh ballroom or an intimate backyard reception. Discuss with your fiancé where your wedding will take place, and then start scouting sites that can accommodate your wedding style.

6.     Set Your Budget

In the end, dollars, not dreams, are a main determining factor for the size and style of your wedding. So, what affects the price tag?

a.     Formality: In general, the more formal the reception, the more expensive, considering you’ll have to match the site, food, and decor to the overall upscale tone.

b.     Date and time: Saturdays, summer months, and evenings tend to be the most costly times to have a reception.

c.      Location: In many cases, a wedding in a major metropolitan area is simply more expensive than in a smaller town.

7.     Choose Your Attendants

Although not mandatory, some like to honor their closest friends and family members by including them in the wedding parties. Remember, the earlier you ask, the sooner you can enlist their help.  Usually members of the wedding party are agreeing to spend their hard-earned money and donate their precious time, so be considerate and kind, keep them informed, and make sure they know how much you appreciate them.

8.     Make a Guest List

Location and budget will have a big influence on the size of your guest list.  If you have a particular ceremony or reception site in mind, for instance, you’re going to be limited by how many people it can accommodate; and the more guests you invite means a bigger bill. Figure out how many people you can accommodate (financially); and then fill with those nearest and dearest to you.

9.     Start Gown Shopping

It’s never too early to begin thinking about your wedding dress. Start by figuring out which style will look best on you. Learn the lingo by reading up on silhouettes, necklines, trains, and hues that might flatter you. Season will also affect your choice. Summer gowns are made with lightweight fabrics such as chiffon, linen, or organza. A winter wedding calls for brocade, faux fur, and velvet fabrics to keep you warm. Satin, shantung, silk, and tulle are perfect year-round.

Hopefully these tips will be helpful to you as you start planning for your big day! We wish you only happiness as you plan for your wedding and prepare for the marriage that comes after it! Congratulations!

For Workshops and Planning Seminars contact Ellegant Affairs at events@ellegantaffairs.com for more details.

Planning a Destination Wedding

Whether you've dreamed of a wedding in a small church in Georgia, or on an exotic resort in the Mexican Rivera, making your fantasy destination wedding a reality isn't as difficult or as expensive as you might think. More couples are heading to exotic locales to say, "I do." What is causing this massive exodus?

 

It's intimate.

Couple's today are much more mobile than they were in the past, so they're likely to have friends and family scattered across the country. With the average wedding lasting only four hours, how can a bride and groom spend time with everyone? Having a destination wedding is like taking a mini-vacation with your closest family and friends; instead of one fleeting night, you have several relaxed days to enjoy the company of your nearest and dearest.

It's easy.

 The thought of spending the day before the wedding relaxing on the beach instead of running hundreds of errands has caused more than one bride to choose a destination wedding. Brides worry about the difficulties of planning a wedding from thousands of miles away, but the truth is, destination weddings are often far less work than traditional weddings.

It's often less expensive.

Add up the travel, the dress, the reception bill, and you may be surprised to find out that destination weddings are often less expensive than traditional weddings. This is because they generally involve many fewer guests, and resorts and hotels offer all-inclusive deals. For couples looking to create a really memorable occasion without breaking the bank, destination weddings are a perfect option.

Remember Plan, Plan, Plan

Your Budget

Do you want an elaborate bash with all your friends, or would you prefer a more intimate affair with only close friends and immediate family. The size of your guest list will determine the size of your budget.

Your Guest List

At every wedding, there's usually someone who has traveled some distance to be a part of the festivities. At a destination wedding, nearly everyone travels, including the bride and groom. That being the case, it's best to accept the fact that your wedding may not be large. After all, not everyone can afford the expenditures of hotel and airfare. But that doesn't mean you should count on guests declining your invitation. Some wedding destinations, particularly fabulous vacation areas, are just too tempting to resist -- even if they are expensive.

Give Your Guests A Heads Up

It's important to give your guests as much advance notice about your wedding as possible. That means sending out save-the-date cards a minimum of five months in advance so your guests can make the necessary travel and vacation arrangements. Reserve a block of rooms at two hotels in different price ranges, and direct all your invitees to your Wedding Website, where you can post all your wedding details and out-of-town guest Information. If your wedding is in another country, consider reserving a block of seats with an airline. Many carriers offer discounts to passengers with groups over ten.

Details, Details

 If you are getting married in another state or country, you will need a local marriage license, and possibly a passport. The passport is simple; just be sure to apply well in advance of your wedding date. Getting the marriage license can be slightly trickier, especially in a foreign country. Contact the local city hall (if you don't speak their language, get an interpreter!) and get permission to be married in the location. Some places require blood tests, immunization certificates, or doctor's certificates in order for you to legally marry. No matter where you are getting married, it is best to find out as much as possible in advance. There may be unexpected requirements, such as an established residency, a waiting period, or a certain number of witnesses. For more information about the specifics of getting married in different countries, visit the US State Department at www.state.gov