Streamline your event planning

Planning a large event, whether it’s a private party, banquet, wedding, anniversary celebration, retirement, bar or bat mitzvah, graduation or fundraiser, can feel overwhelming. However, with careful organization and by following this 10-point event planning checklist, you can plan an event that is both successful and enjoyable, while minimizing stress. After all your planning and attention to detail, you’ll be able to host the event and truly enjoy the company of your guests.

1. Define your goals
There are many decisions to make and it’s important to start with clarity. Consider the best day of the week and time of day. How long will the event last and how many people are you inviting? Will children be included? Think about the type of food you want: a sit-down dinner, buffet, food stations, lunch or brunch? Consider the drink options — an open bar, cash bar or a ticket-based system. What kind of atmosphere are you aiming for — formal, semi-formal, business casual or casual? Finally, decide whether you want decorations and the kind of ambiance you’re trying to create.

2. Choose the right venue
Select a venue that is convenient for your guests. How long will you have access to the space? If necessary, ask about additional charges for extending room time. Once you narrow down your options, arrange a meeting with the venue manager and take a tour. Be prepared with questions about the venue and its staff and make sure they align with your expectations. Look at online reviews and ask friends and family for recommendations or feedback.

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3. Taste the food
Once you’ve chosen a venue and defined the type of event, schedule a food tasting to finalize your menu. Ensure that the food options meet the preferences of your guests and don’t forget to address any dietary restrictions or allergies.

4. Ask key questions
Before finalizing your venue, ask important questions. Is there a private space for the bridal party or a dance floor for a wedding reception? Does the venue offer dressing rooms? Are there A/V capabilities for slideshows or presentations? Is the venue accessible for people with disabilities? Inquire about a children’s menu, whether candles or confetti are allowed and if photo booths are permitted. If your event is outdoors, confirm the contingency plan in case of bad weather. Understand any local rules or ordinances that could impact your event, such as restrictions on alcohol, gaming or raffles.

5. Set your budget
Know your budget and try to stick to it, even if small adjustments are needed. Clarify the costs upfront, including the deposit, final payments and when they are due. Find out what payment methods are acceptable and whether a contract is required. Determine if you need to purchase insurance coverage.

6. Understand what’s included
Be clear about what’s included in the cost of the venue. Does the price cover gratuities, and if so, what percentage? What services and items are provided (e.g., tables, chairs, linens, tableware, stemware)? Ask if there are any additional fees, such as a cleaning or janitorial fee.

7. Verify vendor policies
Different venues have varying policies on outside vendors. Some may provide suggestions for florists, bakers, musicians or other vendors. Ensure the venue provides adequate space for a band, DJ, and dance floor, if applicable. Additionally, confirm if they offer A/V equipment or a microphone for your event.

8. Parking and transportation
Make sure you understand the parking options. Is there street parking, a parking lot or a garage available? Will valet services be provided? Are there public transportation options?

9. Setup and decoration
Know when you can begin setting up the venue on the day of the event. For fundraisers, make sure you know when you can set up registration tables, silent auctions or raffle items. If you’re planning a cookie table or other displays, check when you can have items delivered and whether you’ll be setting up the display yourself or if the venue staff will handle it.

10. Designate a point of contact
Have a reliable contact person, before and during the event, who can answer your questions and handle any issues that may arise. This way, you can focus on enjoying the event rather than managing any unexpected concerns.

By following this checklist, you’ll be better equipped to manage every aspect of your event and create a memorable, enjoyable experience for you and your guests! PJC

Bill Laughlin is the banquet manager of LeMont Restaurant, where he has worked for 46 years. 412-431-3100 x211. LeMontPittsburgh.com