So...You Wanna Throw A Party!. Larry Gootkin

suggestion; try to figure out what you want to spend before the “must haves”. Then, see what you can do with that budget. If you feel you must have extra help, a good event planner could help. But, only if they are sincere and not just trying to force you into something. Shop around. Get referrals. Interview these people before you contract with them.

      Where is the party going to take place? You’ve decided what party you’ll have. You have picked the date of the party. You know how many guests will be at your event. The next decision you’ll need to make is where the party is going to take place. I could write an entire book about this. In fact, many books and publications exist on just this topic. Instead, I will share what I consider to be some main concerns that will help you in deciding.

      Besides the aesthetic value of any location, you should consider the following:

       Logistics

      What’s the “lay-of-the-land” as some put it? Is your location easily accessible to your guests? How about access for your vendors? Are you planning on a “destination” event? Will you have enough room for everyone?

       Electricity

      Does your location provide it? If so, is it enough power to cover everybody? Remember, there will be a greater drain on the circuits from your entertainment, caterer, decor, lighting to name a few. (I cannot tell you how many times the electricity has gone down, especially in private houses, because of old circuits or not enough circuits and wiring). Take the time to plan this. It is so important. Many events have been ruined because there wasn’t enough “juice”. (I’m not talking about oranges or pineapples).

       Parking

      Do you need to hire a parking or shuttle service? If your location doesn’t have a parking lot or is remotely accessible, you will need to consider this. You must also consider any extra cost to you as well as your guests.

       Weather

      If your party is outdoors, find out the forecast in advance. If it is warm, cold, windy, rainy you will need to plan for this. You might need a tent with heating or air-conditioning. They are not inexpensive. Even if your event is inside, make sure the location has the proper climate control so your guests are comfortable. Have you ever attended a party and couldn’t wait to leave because it was too hot or too cold?

      I am not trying to scare you here, but, please take a moment to consider these points. I have performed for many years at different places and locations and I assure you these points are overlooked more than you would think. It still surprises me every time because somebody is simply not thinking or planning.

       The Staff

      When you have considered the preceding, then examine the staff. (You might argue this should be the first, but, without examining the others, you could have problems). I cannot stress enough how important the relationship between you and the people you are working with have in correlation to the “success” of your party. Your ideas, preferences, wishes and needs are either going to be a reality or are going to fall short based on who is in charge and their staff. The better the rapport, the better the party. Period. (Despite their professionalism and experience).

      Fortunately, there are experts that will have your best interest at heart and will work to make your event a reality. If you can do this alone, then go for it. But please, do your homework. This will save you much time, aggravation, disappointment and money down the road. Don’t get so involved in your plans and commitments without considering these suggestions.

      To reiterate, the first questions to ask are:

      1) How many guests do you think will attend?

      2) When will the party take place?

      3) Where is the party going to take place?

      The next chapter will address further questions that will arise. For now, your homework assignment is to answer those three questions and the first “reality-check” question… What is your budget?

      Even if you don’t know, and believe me, most people don’t have a clue about what events cost, try to decide some number that is comfortable for you, perhaps, with a little wiggle room. If you have to extend or increase your budget, will you still be okay? Don’t declare bankruptcy over an event you shouldn’t have had. The joy and excitement are gone. You’ll be saying “I can’t wait until this is over”. That’s the wrong way to feel when planning a joyous occasion. It doesn’t make sense (or cents). I know a wedding couple who secured a loan. They needed the money for their wedding. Everyone was expecting a grandiose event. The problem was they couldn’t afford a huge party. I think that isn’t smart. Try to stay within your means.

      Okay, next question…what about the food?

      Why don’t we just “Let Them Eat Cake”? (No Marie, my guests deserve more).

      Most parties you attend (and will give), provide food for the guests. What you serve will depend on the event you are planning.

      There are many ways to do this. Some people enjoy preparing and cooking the food themselves. If your event is at a location that allows this (such as your home, office, park, neighborhood) then you could do this. However, here are three reasons not to:

      1) The location doesn’t allow you.

      2) You are the “sandwich king or queen”, but your specialty ends there.

      3) It is too much work to do alone.

      If any of these reasons apply to you, then it’s time to call a professional. The caterer.

      The Caterer

      You have decided to hire a caterer to help with your event. (If your event is at a location such as a hotel, restaurant, country club, banquet hall… these places usually include caterers as part of their services when you reserve your event room). When you have secured any of these locations, then it’s time to discuss what you are going to feed your guests.

      Will you be serving them lunch, dinner, brunch, passed hors d’oeuvres or dessert? Perhaps your food will not be served and you will have a buffet-style meal. This depends on the party you are planning. (I have performed at many weddings where the buffet table’s main course was a platter of cold cuts with some bread. A great football party meal with your friends but not for your wedding).

       A good caterer can help you decide what is correct for your event. Everyone is unique and different and an experienced caterer can suggest and guide you to what’s appropriate and available. How will you know the caterer is good? Like most of the event industry, “word-of-mouth” can be an impressive recommendation. Talk to people that have used them. Research who they cater to. See how diverse their menu choices are. Ask how long they’ve been in business. These are just a few questions you should be asking before you hire them. Trust me, a party without suitable food will not be as successful. In fact, the wrong cuisine could ruin your event. Furthermore, don’t let the “most expensive” belief sway you. It doesn’t need to be the most expensive. Just the most fitting and proper for your budget. People will remember if they had a good time and enjoyed themselves. They don’t always remember the food. If your meal wasn’t good, they will remember that. The food you serve is important. Equally important is another ingredient. Unfortunately, many times it goes unnoticed. This can happen for various reasons. I am talking about the timing of the food. How and when are the individual courses served? This is critical to the overall success of the event.

      Story Time—-

       I remember when I first started out as a bandleader. I would take my cues from the caterer. It would go something like this, “Mr. Bandleader, when I tell you it is time to stop playing and get the guests seated because we are serving dinner, I expect you to do so”. At the tender age of 17, all I cared about was, “does the band sound good?” And, “are the guests dancing when we played dance music?” The hows and whys of food service was not my concern. What I started to notice was