You have been tasked with organising a corporate event such as a launch of your company’s new product. The guest list may include senior executives at your firm, important existing clients and new prospective clients. Where do you start?
Firstly it is important to decide on the style of your event and the type of event catering required. If the event was to be a new product launch as per the example above, then most companies would hold a cocktail style function with canapes and drinks served by wait staff to your guests. However you may also be asked to organise a formal plated boardroom lunch for the board of directors, or even an all-staff morning tea to celebrate a company milestone. In any instance the following questions would need to be answered:
- How many guests would be attending?
- Would beverages, alcoholic and/or non alcoholic be provided?
- Where will the event be held, at the company premises, or at an external venue?
- What are the kitchen facilities on site? Is there an oven if hot food would be required?
- Will you need to hire equipment such as glassware, or in the case of a plated lunch, plates and cutlery, or does your company (or the external venue) have a supply on site?
- What is your budget?
There will of course be other issues that you need to address, but when you have even a vague idea the next most important thing to do is engage a fabulous catering company to assist you. It is so important to find someone with experience, particularly if you are organising your first corporate event and need guidance. Even if you are a corporate event veteran, to be able to rely on a caterer to organise certain tasks and make some decisions relating to your function is hugely beneficial. For example it may be that your time will be dominated organising guest lists, transport and accommodation for a number of interstate VIP guests. You may then request that your trusted caterer make the decisions on the canape/plated menu and beverage selection.
If you need to hold your event off site (for example if it is a large cocktail function and your office does not have capacity to host 100 plus guests) your caterer may also be able to assist in securing a venue. Most catering companies will have relationships with a variety of venues, and they will be able to find the best one to suit your event.
Once you have selected your preferred catering company and provided them with an outline of the type of event you are holding, the Event Manager will create an initial quote based on this information. This is a fabulous starting point, it will give you a very good idea of the total cost for the food, beverage and equipment (if applicable) for your function. Of course you will still be able to make changes to the menu if you would prefer, and you may also like to increase or decrease quantities to suit your budget.
The Event Manager would throughout the planning process meet with you and also visit either your office or the external venue (if this is required) to gather all information they need to make the event run smoothly. They will be available to provide advice through every step of the planning process, and they will also be able to make any necessary changes should this be necessary.
The catering company will also be able to hire from external suppliers if necessary, items such as chairs, tables, linen and anything else required for a specific event, even audio visual equipment. This is yet another task that you won’t need to worry about – your Event Manager will look after everything for you.
Once you are happy with the menu selection you are in a position to confirm your quote and secure the service of the caterer for your event. Of course you will still be able to make further amendments to numbers once you have received your RSVPs. You will also no doubt receive dietary requirements from some guests. Your caterer will make adjustments to the menu accordingly to ensure these guests are looked after.
The week prior to your event you will have a better idea of how you would like the function to proceed, and will be able to put together a run sheet, showing arrival times, commencement of service, breaks in service for presentations (if any), and your estimated conclusion time. Of course there still may be changes both in the days prior, and even on the night/day itself. Your caterer will always do their best to accommodate last minute changes and still ensure the event runs like clockwork.
The Event Manager will allocate professional and highly trained wait staff and chef/s to ensure that on the day of the event you can be confident that proceedings will run smoothly. Whether it is a large cocktail event or a boardroom lunch for 20 guests, the staff will be allocated to suit your needs. They will arrive at least one hour prior to your guests, set up the room with any equipment if required (such as table linen, crockery and cutlery for a sit down meal), set up a bar if required, prepare the food, provide service and then clear the room after your guests have departed and clean all equipment.
It is very obvious that the success of any corporate event, from a plated formal lunch, to a staff morning tea or cocktail party lies with being able to engage an exceptional catering company. The best catering companies will listen to your requirements, but also make suggestions and use their extensive knowledge to ensure that your event is memorable for all the right reasons. Their job is to make your role easier – and to make you look good!
