Whether you’re hosting an awards ceremony or celebrating an anniversary, banquets are versatile and fun. They’re also difficult to plan if you don’t know what you’re doing.
Fortunately, these banquet tips will guide you through the planning process.
From figuring out the catering bill to determining the banquet servers' hourly wages, this checklist covers everything you need to consider to make sure your banquet is a success.
14 Banquet Tips for Planning the Perfect Event
Use past banquet data and the below helpful tips to streamline your banquet management.
1. Determine the Event Purpose
Before you get into the nitty-gritty of the planning, you’ll first need to determine the purpose of the banquet.
Banquet is an umbrella term that refers to a large variety of gatherings. However, you’ll find a banquet has an established theme and dress code, as well as catering, entertainment, and a clear purpose.
Once you know what type of banquet you’ll be hosting and the purpose of it, the following steps become much easier and clearer to manage.
For example, if you’re hosting a wedding banquet, you’ll need a wedding coordinator. But if you’re hosting a small anniversary, you could DIY the process or hire a small events manager.
Figure out the purpose of the banquet and use that to guide your choices.
2. Choose the Banquet Captain
A banquet captain is the person who will supervise the staff and help attendees on the day of the event. The banquet captain can also help plan the event.
Choose a banquet captain with experience managing restaurants and people. They need to have good problem-solving skills and great customer service.
Make sure you hire someone up for the job. If you hire a lackluster banquet captain or one who can’t manage their responsibilities, it will negatively impact the banquet.
3. Establish a Budget
Next, establish a budget. Banquets aren’t cheap. They can get especially expensive when you start tallying the miscellaneous costs.
Costs to consider when creating your budget include:
- Venue hire
- Transportation
- Accommodation
- Entertainment
- Dishes and cooking equipment hire
- Banquet servers
- Food, drinks, and catering costs
- Venue decorations
- Tips for staff
These are just a few of the most common expenses. Different banquets will have different costs. So, create a list, get quotes, and work out the total.
We’d also suggest rounding up your estimate by a generous margin. There are bound to be surprise costs that could be a nuisance if you didn’t put extra cash away to deal with them.
4. Create a Guest List
A banquet means nothing without guests. To effectively establish your food budget and seating arrangements, you need to know how many people are coming. Knowing your guest list will also make it easier to plan the venue table layout.
You also need to know if the people you’re hosting the banquet for can make the dates you propose. There is no point in hosting an awards ceremony if the awards can’t be given to the recipients.
Talk to all the relevant people on the guest list, determine if they can make it and when they can make it, and finalize your guest list before you pay for the venue.
5. Select the Date and the Venue
Now that you know who is coming and when they are coming, you can set the date and time for the event. Knowing how many people are coming and what date you’re hosting the banquet will allow you to hire the necessary people, equipment, and services.
You also have a rough estimate of the number of people coming, which means you can comfortably pick a venue with the capacity to handle your crowd.
6. Choose a Theme
Now that some of the logistics are out of the way, you can get creative with the theme. A theme is a common item for most events and it’s an effective way to drum up excitement about a gathering.
Choose a theme that is sure to get everyone invested in their costumes.
When choosing your theme, keep your budget in mind. You’ll need to deck the venue in decorations that match the theme, which can cost a pretty penny. If you don’t have the budget for a luxurious theme, opt for a more affordable one.
Once you know what you want, use the internet and social media platforms like Pinterest to inspire ideas.
7. Send the Event Banquet Invitations
Once you have your guest list and theme ready, send the banquet invite to all relevant parties. Be sure to list the event date and time, the venue location, the theme and dress code, and the banquet purpose.
Also, remember to add a section for dietary requirements and notes with an RSVP date at least four weeks ahead of the event date.
8. Rent Tables and Plan the Seating Arrangements
Whether it be weddings or awards shows, every banquet needs tables and well-thought-out seating arrangements. Most of the event will be spent at the table. The seating arrangement is going to have a big effect on whether the night is a success or not.
If you are hosting a formal event for people who aren’t very close, like a corporate event or team gathering, seat teams together. For awards, seat people according to industry.
If you’re hosting a semi-formal event like a wedding, family gathering, birthday event, etc., the seating arrangement can be categorized according to the attendees’ ages, marital status, etc.
You can also incorporate event floor plan software to simplify and optimize the seating process. All that being said, don’t be too strict on the seating, especially with team events. Mixing things up can be a fun way to introduce colleagues to new people and build connections.
9. Find Suitable Entertainment
Similar to a theme, every banquet needs entertainment. Entertainment can take many shapes. You can hire a DJ to play background music while everyone mingles, a live band for an exciting show, or a stand-up comedian during the main course.
However, the entertainment should make sense for your event.
If you’re hosting a kid's event, a magician or a musician who follows current trends will be better. The same is true for the opposite. If you are hosting for an older generation, make sure the music and entertainment match.
10. Hire an Experienced Caterer
Food is the standout item at every banquet, so hiring the right caterer is essential.
First, have your guests RSVP with their dietary needs and preferences. Once you know what you need to look out for–or avoid–you can find a caterer with the necessary skills, equipment, and experience.
For example, if your customer orders halaal or kosher food, you need to hire a catering company that can comply with the food preparation requirements.
Next, create a delicious menu. Make sure there are a few standout dishes on the menu which provide variety without overwhelming the kitchen staff or the guests.
11. Hire Banquet Servers
Next, you’ll need to hire banquet servers if they aren’t included in the catering. Determine if you’re going to do a sit-down dinner or cocktail platters–or both–and hire servers with the relevant experience.
Generally, you’ll need around one server for every 20 people. You’ll also need someone to manage the bar if you have one, and a host to seat customers. If there are any other specific serving needs for your banquet, make sure to hire the relevant people.
Hourly wages change frequently. Local demand can also have an effect. Use the internet and job review sites like Glassdoor to determine the average cost of servers in your area and industry. You can also use tip distribution software to quickly distribute the server's tips.
12. Put up the Banquet Decorations
Have your servers, catering staff, or other relevant parties come in a day or two ahead of the event date to put up decorations.
If there are pieces that need to be mounted and the venue is open, put up the pieces as soon as you possibly can. The more you tick off your to-do list, the better.
13. Hire an Events Photographer
If there’s one thing your guests will appreciate, it’s photos and videos–especially if you’re hosting a celebratory gathering for friends or family.
So, hire an event photographer to capture the night's best moments. Once you get the images back, you can send the images and videos via email. If you have a small party and you have the funds, you can even print and post the images.
14. Ensure There Is Parking and Transportation
Guests should have clear directions on how to get to the venue and where to park. If you’re dealing with a difficult drop-off zone or many guests, have valets ready to park the cars.
If the venue requires people to park far away from the actual banquet hall, there needs to be clean and efficient transportation from the parking to the hall entrance. Be thorough in the planning to prevent delays that could frustrate guests.
Conclusion
The secret to a good banquet is preparation. With the above tips, you can simplify the planning and execution of your event–ensuring everything goes off without a hitch and everyone has a good time.
To streamline your events calendar and manage future projects, consider Perfect Venue. Try our free trial to save time, get organized, and increase your sales by up to 40%.
