Planner Packet
When planning an event with a committee, here are some ideas to discuss during the first get together:
Events begin and end with a budget. Knowing how much you have to spend on entertainment, food and beverage, décor and venue, is a useful place to start. One of the first questions you will be asked by each vendor you talk to is, What is your budget?
The answer to that question is not used to determine how much to charge you for services, but rather to tell us what services to offer you. Some entertainment, as well as food and venues, cost more than others. Food can range from shoe string to silver platter. Venues vary from smart and efficient to extravagant and posh. When the amount of money is known vendors can better fit your vision to your budget.
Committees tend to parcel out responsibilities and task items. One person may be asked to look into finding a DJ while another is searching for costumed characters. Often times a discounted price is available when combining services through one vendor.
Here are some questions vendors are likely to ask that you may want to discuss with the committee before planning gets underway:
Do you have a budget in mind? What type of event are you having?
Where will your event be taking place? How many people will be attending?
What is the date of your event? What is the time frame of your event?
Will significant others, spouses, and/or children be attending?
Will transportation be provided?
What items or services are you interested in?
Who is the decision maker for this event?
The Budget
If you haven’t been given one, you may want to contact your company’s financial manager, or last year’s committee chair for assistance. Deposits are required to hold dates, so it will help you to know when that money will be made available..
Keep in mind that, regardless of the product or service, cheaper isn’t necessarily better. Neither is more expensive. It’s about your vision for your event and the relationship with the vendor. Find people you are comfortable with and with whom you feel you can trust. And remember that good people know good people. Your caterer can offer an entertainment recommendation, as can the entertainment company recommend an appropriate venue. Good people know good people.
The Venue
Before choosing a venue, decide on distance. If this is an off-site holiday party for co-workers, think about how far from the office people can reasonably travel. If this event will take place on a non-work day, consider choosing a venue based on convenience, ease of parking or proximity to public transportation. Choose a type of venue that suits your attendees. Be mindful of the number of people coming and choose a space that easily accommodates that number. Once the choice has been made, secure your date and time with a deposit.
F&B - Food and Beverage
If you are using a caterer, you'll be asked to choose a menu, bar package and determine serving options. If using a restaurant or hotel space, they will have many menu options to choose from. When planning think about including items for those in your group with specific dietary requirements (vegetarians, diabetes, vegan, gluten free, etc.).
A bar packages is typically a cash bar, a full open bar or a limited open bar (soft drinks, beer and wine).
Floral/Décor
If you are planning on special décor, a décor or floral company can assist you with the details. They will take care of ordering, delivery, set up and knock down. If you choose to do this on your own, plan for enough time (and manpower) to pull it together on the day of the event.
Entertainment
Entertainment brings an event to life. When planning entertainment think about the attendees and the focus of the event. If you aren’t sure what you are looking for, we welcome you to browse our website (www.ChicagoCorporateDJ.Com), or contact us directly (phone, email or text) for concept options. Here are some terms you may not be familiar with:
Music – Music moves the event forward. Choose the kind that best suits your vision:
Carolers, Orchestras, Bands, DJ's, Rock Band, Karaoke, Soloists, Quartets, Trios and Wandering Minstrels
Theme Shows – Stage shows designed around a theme for the evening
Example: Roaring 20’s, Party Like A Rock Star, Rat Pack (Frank, Dean, Sammy)…
Walk-Arounds – Entertainers who literally walk around the event interacting with guests.
Example: Vegas Show Girls, The Grinch, Steam Punk, Gangsters, Clue Characters, etc.
Look-A-Likes - Actors who look like popular celebrities. They can also do a Walk-Around.
Example: Michael Jackson, Marilyn Monroe, Johnny Depp, Elvis…
Event Performers - These are people with entertaining artistic abilities
Example: Caricature Artists, Face Painters, Balloon Twisters, Tarot Readers, etc.
Small Attractions – Interactive entertainment that fits in small locations.
Example: Photo Booth, T-Shirt Station, The Pit Stop Challenge
Games - Bean Bags, Pop-A-Shot, Large Scale Carnival Games...
Fun Foods - Cotton Candy, Popcorn, Snow Cones...
Inflatables – Attractions, large and small, that are inflated and run with air.
Example: Moonwalk, Jurassic Adventure, Obstacle Course...
Large Attractions - Interactive entertainment that fits into large locations, typically outdoors.
Example: Ferris Wheel, Rock Wall, Giant Hard Slide, Trackless Train...
Transportation
If you are hosting an event in your office but are inviting additional guests, you'll need to create a parking plan for extra vehicles, including service vehicles. If choosing to host at a venue, you may wish to hire a shuttle bus /vans, or offer valet parking or discounted parking options.
Logistics
Create a list or spreadsheet with contact information on each company and vendor you are collaborating with.
Consult your RSVP list two weeks out to give any vendors a final headcount.
Confirm final details with all vendors two weeks prior to the event.
If there are vendors you are paying day of, be sure to request checks two weeks prior.
Ask your financial manager for enough petty cash to have on hand for tipping and unexpected expenses.
Coordinate with event staff on last minute decorations or setting up anything you'll need for the event, such as audio visual equipment, dance floor, or gift area.
Ask the decision maker to decide ahead of time whether or not your event will be approved for overtime.
Most Importantly – Enjoy Yourself - You Earned It!
