Tips To Organise A Formal Dinner Event
Planning an elegant dinner party at a venue can be stressful but with the right planning, you can successfully pull it off. Here are some tips that can help.
Good drinks, good food, and good company – all of these are key factors of a fantastic dinner party. While you might have mastered the art of throwing dinner parties at home, planning a formal dinner event at a venue can become challenging.
Fortunately, planning in advance can ensure you organise a successful, elegant event that impresses all your guests. Taking the right steps will help you avoid any last-minute problems and ensure you tackle all details smoothly.
Here are some valuable tips to organise a successful formal dinner event:
Determine Your Goal
Firstly, you need to establish your goals. What is the dinner for? Is it a charity event, an office event, a public awareness event, or an entertainment event? You will create the right plan and set measurable goals when you clearly know what you want to accomplish with the formal dinner.
Set a Budget
Once you have a goal in mind, you need to figure out your budget for the event before planning the event. This is where many people make mistakes by setting unrealistic goals that disrupt the entire plan.
Start by creating an outline of the event. Is it only going to be a dinner event? Do you want to provide some entertainment before the dinner? Make sure to leave some wiggle room when you are setting the budget. Create a backup plan in case things don’t go as planned and you have to settle for a lower budget option.
Select A Date For The Event
Now you can start planning the actual event. Begin by setting a date to know how much time you have to get everything together. It will also give your guests plenty of time to make sure they are available on that date.
Try to set two to three dates to have some options if your preferred venue isn’t available on that date.
Create a Guest List
Start making the guest list before you decide the venue to find one that can easily accommodate the number of people you are inviting. If it is a family and friends gathering, be sure to determine how all of the guests would blend together. Try to invite people who go along well so that everyone, including you, can have a good time.
Whoever your guests are, depending on the type of formal dinner event, make sure you also add the contact details to make it easier for you to send out invitations.
Select The Venue
Once you have the estimated number of guests and a few options for the event’s date, you can start looking for a venue. Hosting the dinner event at a public venue is always better as it reduces the costs linked with decorating, cooking, and cleanup.
Hiring a private dinner venue is an ideal option if you are planning a big dinner party as this will give your guests more privacy to enjoy the party without disrupting other guests at the venue.
Create And Send Invitations
Once the venue is booked, and the date is set, you can start creating the invitations to your dinner event. Be sure to include the time, date, and directions to the venue as well. Also include a way for your guests to RSVP for your event.
This is also the time to request the guests to send you any dietary restrictions, allergies, or other information related to food so you can make the necessary arrangements. Start sending out the invitations at least two weeks before the dinner party.
Collaborate With Venue For Food and Decor
Once all the details are in, you can get in touch with the venue management to plan the food menu and the decoration for the event. You can even get special menu cards printed for the event if there are more food options and place them at each seat on the day of the event.
Make a seating chart, as well as place cards for every guest. The guest of honour should be at the head of the table. If there isn’t any guest of honour, the host should be seated there. Keep in constant touch with the venue management for updates or any last-minute changes.
Make sure you arrive at the venue at least an hour ahead of the start of the event to check up on all of the arrangements and finalise last-minute details with the staff. Be prepared to greet your guests as they arrive at the venue and show them their seats.
You can now mingle with the guests and enjoy the fruits of your labour. Even though you are the host and have to make sure everything goes well, don’t forget to take a breather. Sit down with your guests and enjoy the meal and company.