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| Define Your Budget. The first, and always most difficult step is defining your budget. Know the parameters in which you have to work. This is key to producing any successful celebration. | |
| Align yourself with professionals. There are many hospitality professionals ready and waiting to assist you in coordinating exactly what you want. And if you don’t know what you want, they can help you with that too. | |
| Send out invitations 6 weeks prior to your date. If you are requesting an RSVP, be sure it is back to you 2 weeks prior to your date. | |
| Express yourself. Don’t be shy. Party professionals are merely instruments for you to use in orchestrating the perfect concert. | |
| If parking at the location is difficult consider using a valet service. Your guests will appreciate your thoughtfulness and courtesy. | |
| Food and beverage
allowance 2 - 2 1/2 drinks per person per hour 2 - 4 oz. glasses of wine with formal dinner 1 bar for each 100 guests 1 bartender for each 50 guests 1 coffee station for each 60 guests 1 buffet line for each 50 guests 1 pieces baked goods – (muffins, danish, bagels) per person 1 - 2 cups of coffee per person, early morning 1 cup of coffee per person, mid-morning 1 cup of coffee per person, afternoon, if soft drinks are also available |
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| Alcoholic
Beverages One keg of beer = 160 glasses (what size glass?) One Fifth (25.6 oz) = 23 1oz. drinks One Liter (35.6 oz) = 33 1 oz. drinks One Quart (32 oz.) = 5 6-oz. glasses One Gallon of Wine (64 oz.) = 16 4 oz. glasses One bottle of wine (24 oz.) = 6 4oz. glasses |
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| Taxes In General. Sales and use taxes apply to the entire charge made by caterers for serving meals, food, and drinks. Included are charges for food, the use of dishes, silverware, chairs, tables and other property used in connection with the serving of meals, and for the labor of serving the meals, whether performed by the caterer or by the caterer’s employees or subcontractors. Tax also applies if caterers charge for hot prepared food products, whether or not they serve the food. |
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| Liquid Measure
Volume Equivalents A few grains = Less than 1/8 teaspoon 60 drops = 1 teaspoon 1 teaspoon = 1/3 tablespoon 1 tablespoon = 3 teaspoons 2 tablespoons = 1 fluid oz. 4 tablespoons = 1/4 cup or 2 oz. 5 1/3 tablespoons = 1/3 cup or 2 2/3 oz. 8 tablespoons = 1/2 cup or 4 oz. or 1 teacup 16 tablespoons = 1 cup or 8 oz. or 2 gills 1/4 cup = 4 tablespoons 3/8 cup = 1/4 cup plus 2 tablespoons 5/8 cup = 1/2 cup plus 2 tablespoons 7/8 cup = 3/4 cup plus 2 tablespoons 1 cup = 1/2 pint or 8 fluid oz. 2 cups = 1 pint or 16 fluid oz. 1 gill, liquid = 1/2 cup or 4 fluid oz. 1 pint, liquid = 4 gills or 16 fluid oz. 1 quart, liquid = 2 pints or 4 cups 1 gallon, liquid = 4 quarts |
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| Gratuities Gratuity is not calculated into your bill. Many clients question what is appropriate and how to calculate gratuities for staff and whether or not tipping is expected. The giving of gratuities should be a gesture of gratitude for exemplary service. The rate of gratuity should be based on both your overall event budget and the quality of service given. For general front and back of house staff, a good range to consider is $5-10 per hour, per staff person. Your event captain and kitchen manager supervise the management of both front and back of house, respectively. These key personnel should be compensated again according to your overall satisfaction of the event. Was every element or your party or meeting executed on time? Were your guests delighted with the service they received? If so, an appropriate gratuity would range from $10-15 per hour of service, per person. Finally, how to thank your event coordinator --- 10-15% of the overall event budget is appropriate, based on your overall satisfaction. |
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