What is special event?
A special event can be defined as any event where a large number of people are brought together to watch or participate. Some other characteristics of special events may include:
- Food services
- Alcohol services or illegal consumption
- Involvement of promoters or entrepreneurs
- Using temporary stands
- Setting off fireworks
- Use of temporary structures and wiring
- Impact on traffic flows or road closures
- Potentially creating dangers for spectators
- Use of volunteers to carry out the event
Examples of special events include summer festivals and concerts, races, national celebrations, sporting competitions, exhibitions, tractor pulls and demolition derbies.
All event planning begins by identifying the objective of the endeavour. You must first determine the purpose for holding the event and the outcome you hope to achieve. Set a measurable objective so that you can evaluate your outcomes against a stated aim afterwards.
Once you have clarified the objective for your event and identified the specific aim, then you must determine the type of event that best suits your organization and will yield the best returns. You can be as creative and imaginative as you want to be at this stage. Just remember that once you have decided upon the type of event you want to host, you must draft a budget. Include all of the elements that will require an expenditure in the budget. This will help clarify what you can and cannot do. You can make modifications to your plans at this stage rather than later, when it could damage your organization’s reputation or image.
Here are some of the more common event-related expenses:
Venue rental fees (if not at your site)
Advertising (you need to get the word out, regardless)
Design (professional artwork just looks more attractive and appealing)
Printing
Mail and postage
Food, beverages, entertainment
Every event requires different and special purchases—luncheons will require tableware and food, or a caterer. A jogging or walking event will require brightly coloured running vests and post-race refreshments. You get the idea!
To budget properly, get quotes from contractors. Make sure you get contracts in writing. Determine your break-even point. In a sense, this early budget planning is part of your research and serves as your risk management analysis. At this point, with some figures at your disposal, you can determine how much your organization would lose if the event fell short of its objectives for some reason.
Wedding and Special Events Menu:
Buffet Menus: One, Two, Three, Four, Five, Six
Tray passed hors d'oeuvres
CAPRESES SKEWER - Toy Box Tomatoes, Marinated Mozzarella Balls & Fresh Sweet Basil Leaf on a Bamboo Skewer Finished with a Balsamic Reduction
TOSCANCO PRAWN - Prosciutto Wrapped Prawn Stuffed with Herbed Goat Cheese
Salad
THE PANZANILLA - Spinach, Arugula, & Spring Mix with Kalamata Olive, Roasted Red Bell Peppers, Goat Cheese, Crispy Pancetta & Artesian Kalamata Bread Croutons. Tossed in a Cabernet Vinaigrette
Main Entrees
MEDITERRANEAN FLANK STEAK - Tender Skirt Steak Stuffed with Sun Dried Tomatoes, Baby Spinach and a Three Cheese Blend of Ricotta, Feta & Parmesan Drizzled with a Merlot Demi Glaze
PARMESAN SCALLOPED POTATOES - Thinly Sliced Golden Potatoes with Layers of Cream & Parmesan Cheese
ROASTED LEEKS - Fresh Cut Leeks Roasted to Perfection
ASSORTED ARTESIAN ROLLS - With Whipped Herb Butter
Coffee Service - Includes Coffee Buffet Station with all the accompaniments
Linens - Includes Guest Table Linens and Napkins
China, flatware & glassware - Includes all appropriate china, flatware and glassware for buffet meal
Service staff - Includes On Site Coordinator, Server for every 25 guests
Prices Range from $49.95 per person and up. Pricing varies according to logistics & number of guests + 18% Service Fee and Sales Tax
Plated Menus: One, Two, Three, Four, Five, SixCreate Your Own Buffet: One, Two, Three, Salads, Potatoes, Rice and Pastas
Tray passed hors d'oeuvres
CAPRESES SKEWER - Toy Box Tomatoes, Marinated Mozzarella Balls & Fresh Sweet Basil Leaf on a Bamboo Skewer Finished with a Balsamic Reduction
TOSCANCO PRAWN - Prosciutto Wrapped Prawn Stuffed with Herbed Goat Cheese
Salad
THE PANZANILLA - Spinach, Arugula, & Spring Mix with Kalamata Olive, Roasted Red Bell Peppers, Goat Cheese, Crispy Pancetta & Artesian Kalamata Bread Croutons. Tossed in a Cabernet Vinaigrette
Main Entrees
MEDITERRANEAN FLANK STEAK - Tender Skirt Steak Stuffed with Sun Dried Tomatoes, Baby Spinach and a Three Cheese Blend of Ricotta, Feta & Parmesan Drizzled with a Merlot Demi Glaze
PARMESAN SCALLOPED POTATOES - Thinly Sliced Golden Potatoes with Layers of Cream & Parmesan Cheese
ROASTED LEEKS & MUSHROOMS - Tossed in Butter & Fresh Rosemary
ASSORTED ARTESIAN ROLLS - With Whipped Herb Butter
Coffee Service - Includes tableside service with all the accompaniments, Including Creamer & Sugar Sets for the Table
Linens - Includes Guest Table Linens and Napkins
China, flatware & glassware - Includes all appropriate china, flatware and glassware for buffet meal
Service staff - Includes On Site Coordinator, Server for every 15 guests
Prices Range from $65.95 per person and up. Pricing varies according to logistics & number of guests + 18% Service Fee and Sales Tax
Create Your Own Vegetable Side Dishes
Choose One
BRUSSEL SPROUTS & CHESTNUTS - Coated with Heavy Cream and topped with Bleu Cheese Crumble
FARMERS MARKET VEGETABLE MEDLEY - Carrots, Zucchini, Yellow Squash and Red Bell Pepper Sautéed with Fresh Chopped Garlic, Tarragon, Thyme and Lemon Pepper
DRY ROASTED CAULIFLOWER - Topped with Capers and Bread Crumbs
GREEN BEAN ALMONDINE - Finished in Lemon Butter
WINTER VEGETABLE MEDLEY - Broccoli, Carrots and Cauliflower
ROASTED ITALIAN VEGETABLES - Zucchini, Sautéed Mushrooms, Roma Tomatoes and Sweet Basil, in Garlic Olive Oil
VEGETABLE MEDLEY - Julienne Carrots, Long Green Beans and Button Mushrooms in Lemon Thyme Butter
ROASTED AUTUMN VEGETABLES - An Assortment of Roasted Autumn Vegetables including Butternut Squash, Rutabagas, Beets and Parsnips with Shallots, Fresh Sage, Thyme and Oregano
WINTER SPICE - Roasted Squash with Aromatic Fennel
GRILLED ASPARAGUS - In a Lemon Butter Garlic Sauce
ROASTED LEEKS - With Horseradish Cream Sauce on the Side
HICKORY SMOKED VEGETABLES - Assortment of Zucchini, Yellow Squash, Portobello Mushrooms, Red Onion and Red Bell Pepper, with Button Mushrooms in a Balsamic and Walnut Oil Marinade
BUTTERNUT SQAUSH - Drizzled with Lemon Apple Butter Sauce, Crispy Sage and Walnuts
SWEET & SAVORY - Orange glazed carrot ribbons
SUGAR SNAP PEAS IN PASTA - Tossed with Angel Hair Pasta, Roasted Garlic and Shaved Parmesan
GINGERED CARROTS - Honey Glazed Carrots with Shallots and Ginger
CAULIFLOWER LEEK KUGEL - Baked to a Golden Brown with a Almond Herb Crust
PETITE CARROTS - Served in a Creamy Sherry Sauce
Create Your Own Buffet Potatoes, Rice and Pastas
Choose One
PORCINI CRUSTED POTATOES - Baby Red Potatoes Baked to Perfection with a Porcini Crust
BLENDED SWEET GOLD MASHED - Yukon Gold and Sweet Potatoes Whipped with Heavy Cream & Butter and Seasoned with Rosemary and Garlic
MASHED YAMS - With Brown Sugar & Butter
LATKES - Gold Yukon Potato Cakes with Fresh Snipped Chives
GARLIC MASHED POTATOES - Roasted Garlic, Butter, Cream, Salt & Pepper with Spring Chives
RED SKINNED MASHED POTATOES - Finished with fresh Sweet Basil Oil
SCALLOP POTAOES - Layers of Buttery Yukon Gold Potatoes & Cheese Baked to a Golden Brown
CARROT & SCALLION CAKES - Crispy Carrot, Potato, and Scallion Cake Served with Crème Fraiche
NEW BUTTERD POTATOES - Topped with Fresh Snipped Chives
SWEET POTATOES - Dusted with Cinnamon and Marshmallows
TWICE BAKED RED POTATOES - With smoked Cheddar Au Gratin
ROASTED YUKON GOLD POTATOES - Fresh Garlic, Rosemary and Oregano
WILD RICE - Tossed with Matchstick Carrots and Sliced Mushrooms
ORIENTAL FRIED RICE - Quick Fry with Soy, Minced Carrots, Baby Peas & Egg
BASMATI RICE PILAF - Dressed with Peas, Carrots and Fresh Parsley
FUSILLI ALFREDO - Sautéed Mushrooms, Garlic and Parmesan Cheese
FETTUCHINI ALFREDO - With Parmesan Cheese on the Side
PESTO CREAM PENNE - With Sun dried tomatoes mushrooms and Toasted Pine Nuts
PENNE MARINARA - Dressed in House Marinara Sauce with Chili Flakes & Shaved Parmesan Cheese on the Side
PENNE FRESCA - Tossed with Virgin Olive Oil, Fresh Garlic, Roma Tomatoes and Fresh Sweet Basil
HOMESTYLE CORNBREAD STUFFING - With Diced Andouille Sausage
Create Your Own Buffet Salads
Choose one or split two
BIB SALAD - Blend of Butter and Romaine Lettuce Salad with Jicama, Avocado, Cucumber, Water Chestnuts, Marinated Artichoke Hearts and Shaved Parmesan Cheese, Tossed with a Fresh Tarragon and Garlic Vinaigrette
PEPPERED - Wild Arugula with Avocado, Pink Grapefruit and Hazelnuts tossed in a Piedmont Hazelnut Oil
CHECKERS SPECIALTY CEASAR - Torn Romaine Hearts, Smoked Salmon, Red Onion Rings, Bagel Croutons, Crumbled Feta Cheese and the Chefs Caesar Dressing
SPINACH SALAD - Chopped Egg, Marinated Balsamic Pearl Onions, Sautéed Mushrooms and Crisp Pancetta served with Warm Bacon Dressing
FRISEE GREENS - Radicchio, Sliced Pears, Red Grapes, Bleu Cheese Crumbles and Honey Pecans, served with a Champagne Vinaigrette Dressing
BLACKBERRY SPINACH SALAD - Blackberry Baby Spinach, Fresh Blackberries, Raspberries, Feta Cheese, Sliced Green Onion, Chopped Walnuts and Edible Flowers in an aged Balsamic Vinegar Dressing
THE PANZANILLA - Panzanilla Grilled Bread Salad with Spinach, Arugula, Kalamata Olives, Roasted Red Bell Peppers, Goat Cheese and Crispy Pancetta Tossed in Cabernet Vinaigrette
COUNTRY GREENS - Tossed with Granny Smith Apples, Plum Dried Cranberries, Ale Soaked Apricots, Bleu Cheese Crumbles and Honey Glazed Walnuts served with a Raspberry Vinaigrette
THE VINTAGE - Heirloom Tomato Salad with Layered Local Tomatoes (when in season), Country Olives, Roasted Peppers and Chevre, Served with Caramelized Onion Vinaigrette
THE ORCHARD - Thinly sliced Caramelized Fuji Apples, and Onions, Candied Walnuts and Bleu Cheese Crumbles atop Hearts of Romaine Tossed in Champagne Vinaigrette
GREEN WITH ENVY - Baby Spring Lettuce Dressed with Gorgonzola Cheese, Frosted Pecans & Sliced Strawberries. Served with a Honey Balsamic Dressing
FENNEL SALAD - Roasted Fennel & Pancetta with a Brown Sugar Glaze Atop Baby Greens Lightly Dressed in Citrus Vinaigrette
ICEBERG WEDGE SALAD - Dressed with Smoked Bacon, Sliced Grape Tomatoes & Bleu Cheese Crumbles. Served with a Creamy Bleu Cheese Dressing
MARGARITA SALAD - Romaine Ribbons Dressed with Tri- Color Tortilla Strips, Black Olives, Diced Tomatoes, Shredded Cheese, Kidney Beans & Avocado with a Salsa Ranch Dressing
FIELD OF GREENS - Torn Hearts of Romaine Dressed with Dry Roasted Garbanzo Beans, Roasted Red Bell Peppers, Artichoke Hearts & Shaved Parmesan Cheese Served with a Light Caesar Dressing
ROASTED BEET SALAD - Blood Oranges, Roasted Gold and Red Beets with Spicy Arugula and Baby Spinach tossed in a Blood Orange Sherry Vinaigrette
Desserts
HAND DIPPED BISCOTTI - $1.85, The Perfect Pair to our French Roast Coffee
CHEESECAKE LOLLIPOPS - $1.95, Rich Cheesecake Round on a Lollipop Sticks, Dipped in Assorted Toppings to include Cheery Pink Cashmere, Toffee Chocolate Crunch & Peanut Butter Dreams
FRENCH PASTRIES - $3.25, Bite Size Chocolate Dipped Eclairs, Cream Puffs, Napoleons & Petit Fours
MINI FRUIT TARTS - $2.95, Bite Size Tartlet Layered with Custard & Seasonal Fruit
FRUIT BROCHETTES - Vine Ripe Strawberries, Cantaloupe, Pineapple, Honey Dew & Brownie Square on a Bamboo Skewer. Served with Your Choice of Our Lemon Yogurt or Chocolate Sauce, $3.95 for Small, $4.95 for Large
LONG STEMMED CHOCOLATE STRAWBERRIES - $2.95, Vine Ripe Strawberries Dipped in Premium Grade Milk Chocolate OR White Chocolate
INDIVDUAL DESSERT DUO SHOOTERS IN THREE FLAVORS - $3.95:
EGG NOG - Creamy Egg Nog Cheesecake with a Walnut Streusel Topping
PUMPKIN MOUSSE - Topped with a layer of Cinnamon Mousse
MANGO MOUSSE - Refreshing & Light Garnished with a Sprig of Fresh Mint
TIRAMISU - $4.65, Lady Fingers Soaked in Espresso & Rum with Rich Layers of Custard, Dusted with Nutmeg
ORANGE CRÈME BRULE - $3.95, Sinfully rich Crème Brule with Orange Essence and a Caramelized Sugar Crust Served in a Demi Tasse Cup with a Candied Orange Rind Garnish
POTS DE CRÈME SHOTS - $3.95, Layers of Chocolate Truffle & Butter Scotch Cream Finished with a Dollop of Fresh Whipped Cream
THREE RIVERS - $4.95, Chocolate Sauce, Black Cherry Sauce & Vanilla Bean Sauce Displayed in Glass Block Chafers with Brownie & Pound Cake Squares for Dipping
HOUSE MADE BREAD PUDDING - $4.95, Served with Warm Whiskey Vanilla Sauce
FORREST BERRY TART - $5.95, A Medley of European Wild Berries Floating on a Crème Filling
CHOCOLATE LAVA CAKE ALA' MODE - $5.95, Delicious Chocolate Cake with a Warm Molten Chocolate Center Topped with a Scoop of Vanilla Bean Ice Cream
CAPPUCCINO MOUSSE - $6.25, A Delicate Mousse Embraced by a Cocoa & Vanilla Sponge Cake
TRIPLE MOUSSE - $6.25, Decadent Layers of Dark, Milk & White Chocolate Mousse
CLASSIC CRÈME BRULEE - $6.45, Velvety & Sinfully Rich Crème Brulee with a Caramelized Sugar Crust
FLOURLESS CHOCOLATE TORTE - $6.95, Decadent Valhorra Chocolate Torte Garnished with Fresh Berries & Grand Marnier Spiked Vanilla Bean Crème
Above is the menu example for Wedding and Special Events with detailed information. All the special request need to be notice before event for well preparation. Depends on the seasons, menu would change for special offer menu for the best quality.
People Power
In the days leading up to the event, you will need to marshall all of your resources, and that includes your people.
How many staff members will you need? How many volunteers?
Draw up a task list for everyone involved. (As important as the timetable.)
Meet with everyone together at least once prior to the event—if possible.
Make sure that everyone knows his or her assigned task and/or role.
Circulate contact details—the “just in case” scenario!
Work out all issues pertaining to transportation to and from the event.
Cover every aspect of the event from beginning to end. For example, who will be clearing up? Looking after the cash?
It is not enough just to hold the event, you have to give the best customer service possible during the event. That means ensuring that everyone is on the same page in terms of event objectives and outcomes. Therefore, brief everyone who is helping out and make sure that they will be wearing their best smiles on the day of the event. That means being courteous, helpful and attentive, with a clear grasp of the event’s goals and the organization’s mission overall.
Perfecting The Details
Have you thought of everything? Will you need audio-visual equipment? Are there issues of security? Accessibility? Parking? If you are inviting celebrity guests or speakers, have you sent them an agenda? What kind of briefing will they require? Who will look after them on the day of the event?
Build contingency plans into your overall event planning—just in case. For example: have backup plans in place to counter last-minute problems, such as no-show volunteers, weather-related issues or any number of other unexpected occurrences that could impact the success of your event.
Last but not least, if you have outsourced any or all of the event tasks, don’t wait until the last minute to see if everything is running smoothly. Stay in contact for the duration. Give suppliers an earlier deadline than you are working toward yourself, if possible. Make sure that you have given suppliers all the information they’ll need to meet your requirements and deadlines. Inform them of any changes that could impact their ability to meet their work schedule.
Most important, remember that everyone on your supply chain is a potential supporter and ambassador for your organization. Make the most of every arrangement and encounter along the way.
After The Event
The event is over, but your work is not yet done. Now is the time to evaluate the event’s success. The budget figures will help you measure the quantifiable success, but post-event discussions with the various committees and those involved will complete the picture. Post-event evaluation and analysis is critical: it will help make sound decisions with regard to the hosting of future events.
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