By Jody Long
Oftentimes, small details are forgotten about at events, because the planner is so focused on the big picture. However, enough small details that were overlooked can turn into a bigger problem. Here are some questions to ask yourself as you’re planning your next hotel or catered event, details that could potentially be overlooked.
- Will pens and note pads be provided? Sometimes only hotels provide these materials, and venues such as golf courses or banquet halls do not.
- Where will food be served? Will it be in the same room as the event, or will the guests travel to a different location?
- What time will food be out? Your event may start at 6:00 pm, but did you let the event site know to start serving at 5:45 pm?
- Is there a vegetarian option available?
- Did the event site receive your deposit? When is final payment expected?
- What drinks come with the food? Sometimes a venue will try to charge you for additional beverages, when some are already included in the price of food you’ve chosen.
- How long will the food be left out? There are restrictions on how long hot and cold food can be left out, be sure to check. Also check with your banquet captain on whether or not guests (or yourself) could have a plate of food made after the food has been cleared.
- What is the penalty if you don’t have the number of attendees you guaranteed the hotel?
- Is the Internet free? What is the password?
- Is your company charging attendees that signed up, but don’t show?
- Is your company offering continuing education credits?
- What room of the hotel or event site will your event be located in? This is important to know well in advance.
- How do you get to the event room once you come through the main entrance?
- Where are the bathrooms located in reference to where your event is held?
- Do you plan to follow up with attendees after the event, to see how they liked it?
Keep in mind these are just a handful of questions I’ve come up with from my own events over the years. It might be a good idea for you to keep a small notebook (or use a list on your phone) and jot down notes and ideas at each of your events, so you can improve for next time.