Event planning is an arduous task. A look at a few different types of events. Understand how they are planned. This is the first of a three part series for Event Planning for a Group. The first part is identifying your group and their needs for an event.
Beginning Event Planning for A Group
My experiences for event planning started as a bit of an accident. I used to work in the mall in a furniture store. Saturdays were always big sale days, so everyone worked. I began bringing in casserole dishes and crockpots full of food to share with everyone. I brought the main dish and all the extras plus the paper plates, bowls and plastic flatware.
These days were great fun. Before long, others pitched in and either gave me money for doing it or brought in dishes to help. We made meal plans, so people could contribute. The results were having fun while at work, sharing recipes, nobody had to eat mall food for that day, our sales staff got along better, and the wondrous smells of food drew in the customers and had them lingering trying to figure out where the smell was coming from since it was all hidden in a door-less back room area.
Advanced Event Planning for A Group
I have continued to meal plan for groups, from 2 people (family or friends) to company parties and conferences up to 200 people. Obviously, I did not prepare the meals for these larger events. However, I have learned how to review a catering menu, consider budgets, and plan meals to include everyone’s tastes and dietary needs.
The key is to plan a theme. For example, the baked potato bar. Mexican food inspired theme. Pasta night. Breakfast is another big favorite. Soups and Salads. Or soups with dippers, such as cornbread, crackers, and baguettes. Salads alone with a variety of green salads and pasta salads. Of course, with a choice of salad dressings and additional toppings for the customize option.
The Family
Neither of my grandmothers had a big family, my paternal grandfather’s family lived across the country and my grandfather didn’t talk much about them. If he did, I was too young to remember or to listen and know what he was discussing. My maternal grandfather came from a large family living in a rural area.
The Family Event
Typically, the family event revolves around a birthday or a holiday. In earlier years, there were weddings too. Most of us are grown now and the next generation is a few years away from marriage yet, except for a few. Our family is large. Because we have grown in numbers, the times we get together are fewer. It’s a matter of who has space, scheduling for all to attend, and organizing the cooking, serving and clean up.
A couple years ago, my aunt rented her community clubhouse for Thanksgiving. My mom and one aunt roasted two large turkeys each. They brought the meat, stuffing (in the bird) and the gravy. From there, an email was sent out to have everyone sign up for one of our traditional side dishes. From sweet potatoes with marshmallow to dressing (from the box with enhancements) to the green bean casserole, roasted vegetables, crudité platter, dinner rolls and butter and margarine. Not everyone is a butter fan. Can you believe that? Overall, the meal was complete, fun and one of the greatest holidays our family has had in many years. I am ever so grateful too because we a couple family members have since passed away.
The Reason We are Together Event
Now, this is for all the fun times! Football games. Superbowl Sunday. The Oscars! There is a lot of football to watch from August through January until the Super Bowl in February. Plus, we are not all fans of the same team(s). In our case, Boise State University (BSU) is just down the road from me. A majority of my family and friends are BSU Bronco fans. Boise State is famous for their blue turf. You can learn more about Bronco football and the blue turf here.
Each year, I wait until the BSU football schedule has been set, then I put it in my calendar and start planning the themes for the games. We have had as many as 30 people show up for these. But I had only one other person helping me with the sometimes two and three days of prep. Plus, the cost became overwhelming as more people would come and treat the gathering as an all you can eat buffet for free. So, Beware of the Freeloaders! They will show up!
The Oscar Party
Oscar parties pop up all over the nation, possibly the world. Filled with glamour, there are dress-up parties, binge nominated movie watching parties, and gatherings much like our themed football games. For us, the Oscar event is a little different. Everyone brings something, it is more of a potluck. And the way we set it up, it is a potluck surprise! People win videos, money, and have a GREAT time! Oscar Party Guide to FUN!
The Company Christmas Party
The company Christmas party is all about letting go of the rigorous details of work and socializing with co-workers and often families of employees. Owners, Executives and all of Management blend with employees. Departments come together. The idea is to make it fun, enjoyable and relaxing.
It is important to establish if the Big Boss wants a more formal party or an informal party or somewhere in between. Most importantly, establish a budget to work with for each aspect of the party. When you find you are pushing the budget, review your plans, trim the “fat”. When a budget still is bursting beyond the limit or is anticipated to bust beyond that point, find alternate options and prepare to present those options to the Big Boss for decision making. Then, adjust yourself and the remainder of the plans to accommodate the decision. A Wonderful Company Christmas Party Guide.
The Annual Continuing Education Conference
Conferences are all about business! The opposite of the Company Christmas Party. Conference attendees often travel to attend. Attendees stay in hotels nearby. Conference attendees are anxious to get to the conference, sign in with registration, locate their seats and settle in with their colleagues.
The main things that happen during an educational conference are sessions of learning through lecture, video presentation, hands-on training, interactive group break-outs and breaks for meals and breaks to stretch and use the restroom.
The intention of the educational conference is to pass along pertinent and valuable information to the attendees. Provide the attendees an opportunity to mingle with their colleagues and develop peer relationships. Remembering always, a force of many can accomplish far more than a force of one, but it only takes one to initiate the drive!
EVENT PLANNING SERIES and RELATED ARTICLES
Next Article: Event Meal Planning for a Group #2
Event Planning Beyond Meals #3
Football Gatherings – Coming Soon!
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