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When Entertaining Moves Outdoors
The thermometer may not agree, but now is the time to plan your company's warm-weather entertainment functions
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Business New Haven
2/18/2002
By: Anne-Marie Brungard
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Although we may not be exactly sure what the effects of El Nino (or La Nina, if you prefer) will be over the next few months, one thing is certain: It is high time to start planning for your company's outdoor entertaining events for the summer month. And while it's always a tossup when predicting the weather, there are a number of factors that one needn't leave to fate.
According to the Party411.com Web site, you can't be too organized when planning such an event. The details really do matter, so here are a few considerations:
Event Style & Theme
What type of event are you planning or envisioning? Will the event be formal, casual or semi-formal? Do you prefer a buffet or sit-down meal? Are children invited (unlikely at most business functions, but sometimes a consideration for out-of-office-hours events)? If so there must be special arrangements made including the possibility of child care, food and structured games or activities.
Developing your event theme and style together will pay off in the end. Think about the color schemes. The theme will help to determine linen colors, centerpiece ideas and party giveaways or gifts. According to Yvonne Riley, director of membership and events for New York's Brooklyn Chamber of Commerce: “Plan [the event] based on the season; it helps to keep in mind what food and floral choices will be available more readily. Buying in season also helps to keep your overall cost down.”
For example, if your theme is based on a tropical Jamaican cooler theme, your menu can be planned accordingly; summertime lends itself well to the availability of tropical fruits for dessert and/or decorations.
Music is dependent on who you are expecting at the event and your theme, and can range from a live band to a disk jockey. Riley reminds us that music should be upbeat, but not so loud as to prevent conversation.
Depending on the size of your event you will have to carefully select and contact with one or more vendors to make the event a success. Remember that professional food service, rental equipment, speakers, music, security personnel and others all need plenty of notice and contracts with down payments.
Location, Location, Location
Choosing the ideal site for your event requires careful planning. Events range from company picnics to activity-laden events like “mini-Olympics” to elegant formal dinners. The style and theme of the event, along with your budget, will help to determine the ideal location.
Site selection should be based on research and your contract should carefully detail any special arrangements or requirements. These may include opening early for a final walk-through or musicians' setup, use of other areas of the facility or staff responsibilities.
You can always call on the expertise of the professionals and plan special events at amusement parks or locations like Mountainside in Wallingford or Holiday Hill in Cheshire, which (according to its Web site) has been “perfecting the art of picnics.” Several locations have staff on hand to assist with menu planning, activities and vendor selection. Your location should also be adequate to address your electrical needs for music or a public address system.
Remember that weather can be a make-or-break consideration, so ensuring that tent or canopy space is available for all of your guests is critical. When planning, a general rule of thumb for calculating tent size and space needed is to take the number guests and multiply by ten square feet. The sum will yield the square footage required for tables or water stations. (Remember that tents require at least eight feet of clearance) around the perimeter for tie-down and stakes. This figure should be added to your inside area to calculate the total square footage.
Rental tents typically range in size from ten feet square to 100 by 300 feet. Your tent rental vendor will be able to guide you with a selection of styles and sizes.
Grace Hurley, an event planner with Amarante's Sea Cliff in New Haven, encourages anyone planning an outdoor event to have backup plans. Much like backing up your computer files, it helps to know that if the weather does take a turn for the worse that your event could also be moved inside if necessary. “Your guests should know that you are planning an outdoor event,” notes Hurley, since “Their clothing choices may be impacted.”
Lighting considerations are easily overlooked. “If the event is in the daytime, you may need to plan for shade, and artificial lighting may be needed in the evening so that your guests can see to move around the event,” notes Riley. “Lighting plays an important role in safety and ambiance. A full moon and trees filled with miniature lights can really make an event.”
Menu Planning
Again, the theme and style of the event will help determine the menu. Working with catering experts will certainly lighten your load. Any good caterer is willing to be flexible with menu choices to accommodate the theme, including adding specialties like spicy grilled jerk chicken or cultural favorites like red beans and rice.
Food choices will be affected by whether your event is a formal dinner or a buffet-style event.
Obviously, as Grace Hurley points out, event planners must be keenly aware of how the food will stay either hot or cold. “The food danger zone is 40 to 140 degrees [Fahrenheit],” adds Yvonne Riley. Within this range microorganisms reproduce rapidly, causing possible food poisoning.
Foods should be kept out of this range by providing proofing pans and electrical sources for hot food items and ice, ice trucks or chests for cold items. Remember, too, that if it is a hot day that you should plan for a larger supply of cold beverages and more warm beverages for a colder day. The time of year will dictate your selections. Food serving stations should be easily accessible to all guests.
Nuts & Bolts
When drafting your overall budget, consider that you may have a Plan A and a Plan B. Funds available may make the deciding difference between live music or a deejay. Your budget must also accommodate liability insurance needs. Insurance will be needed to cover security, medical issues, vendors and general liability. Don't forget to also plan for refuse removal and sanitation.
Permits are another consideration, and it is important to check with the municipality in which the event will be take place to obtain the required permits in time for street closures, tent erection, alcohol and any other special requirements.
Countdown to the Event
• Six to 12 months leading up to the event: Develop theme and style, select location and contract vendors. Outline your plan and checklists.
• Three to six months before: Develop list of emergency contacts for each vendor so that you can reach anyone at a moment's notice. This includes cell phone and beeper numbers. This will insure that vendors can be reached if they are late or items are missing.
• Thirty days before: Taste food samples of each item to be served at the event and verify or modify menu accordingly.
• Seven days before: Check the weather every day as well as longer-range forecasts. Rain the night before may require slight changes.
• Day of event: Schedule a complete walk-through with checklist in hand. Everything should be set up at least half an hour before the event starts. Verify that prepared food is done as discussed.
Now, if you have planned and organized - you can relax and enjoy!
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