Lecture 11 (March 3): Chapter SixLecture 12 (March 5): Chapter SixLecture 13 (March 17): Chapter SevenI. Event Planning:c. Role of the Event Planner:i. Especially in smaller operations, the planner works with client from start to finish to help ensure that the event meets/exceeds expectationsii. Puts client at ease and demonstrates a level of expertiseiii. MUST be warm, energetic, diplomatic, discreet, patient and charmingII. Types of Events:i. Catered events need excitement and drama in addition to delicious food1. Themed events are popular for this reasona. Transports attendees to another dimension/place/timeb. Caterers have the opportunity to show their creativity and expertise by developing unique events for their clientsii. Some caterers are able to handle different kinds of events, while other focus only on 1 type depending on their physical capabilities and target audience; examples:1. Weddingsa. MANY different types of weddings – each with different tones (Jewish, Christian, Indian, Muslim)b. Planner MUST understand wedding protocol and basic etiquette, as well as the type of cuisine offeredc. Vary in style from formal, sit-down to cocktail receptionsd. Most weddings include cake cutting and bouquet and garter toss2. Bar/bat mitzvahsa. Celebrate Jewish beginning of adulthood at age 13b. Elaborate event usually, rivaling weddings sometimesc. Menu must satisfy both adults and teensd. Most serve kosher food3. Business meetingsa. Can occur at ANY time during day and may include multiple eventsb. Breakfast meetings:i. Begin early, meal must be functional and source of energyii. Options range from continental breakfast to breakfast buffetc. Refreshment breaks:i. Often scheduled mid-morning to mid-afternoonii. Include snacks and drinksiii. Serving window is generally very shotd. Luncheons:i. Could be plated or buffet styleii. Usually avoid heavy foods if meeting continues into afternooniii. Receptions are usually mingling events with passed hors d’oeuvres and alcoholic beveragese. Dinner:i. Most commonly catered meal, normally a longer more elaborate affair4. Galas and fundraisersa. Often planned by committee, which make working with them difficultb. Menu selection is critical especially for fundraisers as the planners don’t want to appear wastefulc. Theme is important for making event look cohesive, memorable for guestsd. These events often look to businesses for donations/discounts to maximize money raisedi. Many caterers will offer discounts in return for positive public relationsIII. Menu Design – event planner needs to understand client’s reason for hosting an event; list of reasons is endless:a. Does client want meal function to:i. Satisfy hunger?ii. Create an image?iii. Opportunity for social interaction/networking?iv. Showcase person, product, and/or ideav. Present awards or honor dignitaries?vi. Provide receptive audience to program speakers?b. Director of catering or event planner is often responsible for developing standardized menus (in cooperation with the chef), or unique menus for specialized clientsi. He/she MUST make sure that standardized menus are revised periodically to stay currentii. Many upscale hotels are abandoning printed menus/use only custom proposals for each clientc. Before adding menu item/offering to accommodate client’s particular menu needs, caterer needs to evaluate these considerations:i. Food costii. Nutritioniii. Seasonalityiv. Product shelf lifev. Market availabilityvi. Menu balancevii. Equipment limitationsviii. LaborIV. Ancillary Servicesa. Numerous add-on services that can make event a success or a failure; having good database of dependable suppliers is important; typical ancillary services include:i. Audio visual1. Use this to deliver messages to attendees; no matter how beautiful the event, if the message is lost due to defective equipment, the event is a disaster2. AV caterers must understand:a. Audio mixers (CD, iPod, DVD, laptops, etc.)b. Flip chartsc. Microphones – wired and wirelessd. Internet – wired and wireless access pointse. Viewing screensf. LCD projectorsii. Lighting1. Several of 5 sense are influenced strongly by light; creative lighting can add to guest experience2. Lights attract/dazzle the eye – “eye candy”3. Sample lighting types:a. Up lighting – visually expands a room by providing ambient light upwardb. LED – come in 16+ million colors; uses much less power and produces less heatc. Gobos – metal template over a light fixturei. Used to project a company logo, shape, etc.iii. Dance floors1. Only about 50% of participants in wedding will utilize dance floor2. 15’ x 15’ dance floor will accommodate about 25 couplesiv. Tents1. Most are temporary structures provide additional covered square footage2. Can have heating/cooling systems3. Can be made to look like indoor venue4. 20’ x 20’ tent can accommodate 40 people for sit-down meal5. MANY different types of tends (ex: Clear-span with no poles in the middle, or quick-frame canopies to tension structures)v. Music/entertainment1. Dance floors and entertainment go hand in hand2. Caterer might be asked to book or make recommendations for entertainment; might include:a. DJ servicesb. Live bandc. Magiciand. Caricaturiste. PhotographerV. Contracts – protecting revenue stream as caterer is critical piece of financial managementa. Contracts help protect BOTH parties, but most importantly the business ownersi. Contract = agreement between 2 or more parties that forms commitment to act or not act in delivering or executing a good/serviceii. Typically answers the who, what (services/food), where (venue location and rooms) and whenb. Typically requires clients to sign formal catering contracts before event is scheduled to take placei. Sometimes caterer will forego the use of formal contract and instead rely on signed BEOs or signed letters of agreementii. These documents are legally enforceable as formal contracts1. Signing agreement is MUCH less threatening to most people than signing contractc. Normal Contract Details:i. Contract dateii. Function day(s) or datesiii. Function time(s)iv. Client, facility signaturesv. Function room(s) assignedvi. Menuvii. Style of serviceviii. Function-room setupix. Estimated cost summaryx. Taxes and gratuitiesxi. Room chargesxii. Depositsxiii. Billing proceduresxiv. Catering policiesxv. Client responsibilitiesxvi. Other standard contract languagexvii. Person who has signing authorityxviii. Other client services1.