A Meeting Planner’s A Meeting Planner’s Guide to Catered Guide to Catered EventsEventsChapter EightChapter Eight

Deep-Market Events Deep-Market Events

Elaborate Theme PartiesElaborate Theme Parties Elaborate Themed Refreshment BreaksElaborate Themed Refreshment Breaks Elaborate Outdoor PartiesElaborate Outdoor Parties

Typical extravagant events would be Typical extravagant events would be awards banquets, incentive events, awards banquets, incentive events, building openings, and some elaborate building openings, and some elaborate fundraising events. fundraising events.

A customized, creative theme party A customized, creative theme party comes with a hefty price tag.comes with a hefty price tag.

Elaborate Theme Parties Elaborate Theme Parties Include:Include:

A great deal of creativityA great deal of creativity High-end food, beverage, and serviceHigh-end food, beverage, and service EntertainmentEntertainment Spectacular décorSpectacular décor ActivitiesActivities

Event Elements for the Event Elements for the Deep Market Include: Deep Market Include:

FunFun FlavorFlavor Excitement Excitement Action Action ColorColor SoundSound Entertainment Entertainment Showmanship Showmanship SurpriseSurprise

Before you plan a function like this, it is Before you plan a function like this, it is necessary to know the reason for the necessary to know the reason for the event and who will be attending.event and who will be attending.

The demographics (age, income, The demographics (age, income, ethnicity, etc.) will influence what would ethnicity, etc.) will influence what would be appropriate. be appropriate.

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

Dr. Joe Goldblatt Dr. Joe Goldblatt

Whenever possible, create Whenever possible, create something out of the ordinary something out of the ordinary for each event.for each event.

The key is to The key is to involve involve and and excite.excite.

Lights Are Magic! Lights Are Magic!

Lights attract and dazzle the eye.Lights attract and dazzle the eye. Lights are “eye-candy.” Lights are “eye-candy.” http://www.starmgc.com/http://www.starmgc.com/

Moving DécorMoving Décor

People who are wearing authentic People who are wearing authentic costumes.costumes.

They can be servers and bartenders in They can be servers and bartenders in costume and/or lookalike actors hired to costume and/or lookalike actors hired to roam around and entertain.roam around and entertain.

They are part of the décor and add life to They are part of the décor and add life to the theme.the theme.

SoundscapesSoundscapes

Decorating with sound.Decorating with sound. Sound can envelop and create a mood.Sound can envelop and create a mood. Commercially prepared tapes are available Commercially prepared tapes are available

with the sounds of foghorns, rainstorms, ocean with the sounds of foghorns, rainstorms, ocean waves, seagulls, tropical birds, clopping waves, seagulls, tropical birds, clopping horses, and a variety of other background horses, and a variety of other background elements. elements.

Music playing in a room upon entry reinforces Music playing in a room upon entry reinforces the theme. the theme.

Musical Entertainment Musical Entertainment Music can also set the mood.Music can also set the mood. Appropriate music can enhance receptions and Appropriate music can enhance receptions and

meals.meals. A harpist is ideal for dinner background.A harpist is ideal for dinner background. A band can play at a reception or a dinner.A band can play at a reception or a dinner. Soothing background music is best for a Soothing background music is best for a

receiving line, opening reception, or meal receiving line, opening reception, or meal where people want to talk.where people want to talk.

Later, the band can become livelier.Later, the band can become livelier. Meeting planners should discuss music options Meeting planners should discuss music options

with the caterer.with the caterer. . .

Types of Music Available for Types of Music Available for Ceremonies and Receptions Ceremonies and Receptions include:include:

Classical ensemblesClassical ensembles Chamber musicChamber music HarpistsHarpists Strolling stringsStrolling strings Herald trumpetsHerald trumpets Jazz combosJazz combos VocalistsVocalists Ethnic bandsEthnic bands Big bandsBig bands Dance orchestrasDance orchestras

Top 40 bandsTop 40 bands Country and western Country and western

bandsbands Disc jockeysDisc jockeys PianistsPianists Classic rock bandsClassic rock bands Bluegrass groupsBluegrass groups GuitaristsGuitarists Dixieland bandsDixieland bands Mariachi bandsMariachi bands BagpipersBagpipers

Elaborate Themed Refreshment Elaborate Themed Refreshment BreaksBreaks

The traditional coffee break, including The traditional coffee break, including Danish or doughnuts, is often expected Danish or doughnuts, is often expected or required.or required.

However, the same items presented over However, the same items presented over and over again can become boring.and over again can become boring.

The purpose of the break is to provide The purpose of the break is to provide refreshment between periods of work to refreshment between periods of work to improve concentration. improve concentration.

Elaborate Outdoor PartiesElaborate Outdoor Parties

Instead of holding an upscale function Instead of holding an upscale function indoors, consider scheduling it on a patio, indoors, consider scheduling it on a patio, balcony, by a swimming pool, or any other balcony, by a swimming pool, or any other part of the property.part of the property.

Perhaps the hotel has a golf course that Perhaps the hotel has a golf course that can hold your special gala.can hold your special gala.

Or ask the on-premise caterer to cater out. Or ask the on-premise caterer to cater out.