A Meeting Planner’s Guide to Catered Events

1. A Meeting Planner’s Guide to Catered Events Chapter Eight Deep-Market Events

2. Elaborate Theme Parties • Elaborate Themed Refreshment Breaks • Elaborate Outdoor Parties

3. Typical extravagant events would be awards banquets, incentive events, building openings, and some elaborate fundraising events. • A customized, creative theme party comes with a hefty price tag.

4. Elaborate Theme Parties Include: • A great deal of creativity • High-end food, beverage, and service • Entertainment • Spectacular décor • Activities

5. Event Elements for the Deep Market Include: • Fun • Flavor • Excitement • Action • Color • Sound • Entertainment • Showmanship • Surprise

6. Before you plan a function like this, it is necessary to know the reason for the event and who will be attending. • The demographics (age, income, ethnicity, etc.) will influence what would be appropriate.

7. "A special event recognizes a unique moment in time with ceremony and ritual to satisfy specific needs.” • Dr. Joe Goldblatt

8. Whenever possible, create something out of the ordinary for each event. • The key is to involve and excite.

9. Lights Are Magic! • Lights attract and dazzle the eye. • Lights are “eye-candy.” • http://www.starmgc.com/

10. Moving Décor • People who are wearing authentic costumes. • They can be servers and bartenders in costume and/or lookalike actors hired to roam around and entertain. • They are part of the décor and add life to the theme.

11. Soundscapes • Decorating with sound. • Sound can envelop and create a mood. • Commercially prepared tapes are available with the sounds of foghorns, rainstorms, ocean waves, seagulls, tropical birds, clopping horses, and a variety of other background elements. • Music playing in a room upon entry reinforces the theme.

12. Musical Entertainment • Music can also set the mood. • Appropriate music can enhance receptions and meals. • A harpist is ideal for dinner background. • A band can play at a reception or a dinner. • Soothing background music is best for a receiving line, opening reception, or meal where people want to talk. • Later, the band can become livelier. • Meeting planners should discuss music options with the caterer. • .

13. Classical ensembles Chamber music Harpists Strolling strings Herald trumpets Jazz combos Vocalists Ethnic bands Big bands Dance orchestras Top 40 bands Country and western bands Disc jockeys Pianists Classic rock bands Bluegrass groups Guitarists Dixieland bands Mariachi bands Bagpipers Types of Music Available for Ceremonies and Receptions include:

14. Elaborate Themed Refreshment Breaks • The traditional coffee break, including Danish or doughnuts, is often expected or required. • However, the same items presented over and over again can become boring. • The purpose of the break is to provide refreshment between periods of work to improve concentration.

15. Elaborate Outdoor Parties • Instead of holding an upscale function indoors, consider scheduling it on a patio, balcony, by a swimming pool, or any other part of the property. • Perhaps the hotel has a golf course that can hold your special gala. • Or ask the on-premise caterer to cater out.