What is essential for a perfect event?

Basic information

• Name of the organizer
• Invoice addressee
• Event date
• Venue
• Number of guests
• Age structure

Type of event

• wedding
• Birthday
• Christening
• …

Character of the event

• Reception
• buffet
• seated meal
• …

The schedule

• When can we set up?
• When will the guests arrive?
• When should the meal begin?
• When will there be speeches or contributions?
• When is the expected end time?
• When can things be dismantled?

The invitation

• When should the invitation be sent?
• How should the invitation be sent? (written, verbal…)
• Is there a guest list?
• Should a reply be requested and by when?
• Are unexpected guests to be expected? (Stag party, open day…)
• Is there a seating plan?
• Are drivers or security personnel to be expected?
• Are there any special dress codes? (Tailcoat, dark suit, casual…)

What form of hospitality?

• Standing reception
• buffet
• Menu

The budget

• What is the budget?
• Do you want to provide services yourself?

What equipment is required?

• Rooms, tents, umbrellas
• Furniture, bar tables
• Decoration
• Crockery, cutlery, glasses
• Flower arrangements
• Beverage cooling, tapping system
• Water supply, electricity
• Toilets
• Kitchen and kitchen appliances
• Buffet set-up
• Table linen
• Menu card
• Seating arrangements
• Projector/beamer
• Sound system
• Blackboard
• Heating

Other important details

• Are there any special guest expectations? (Seating for the elderly, vegetarian, dietary requirements)
• When do guests arrive and depart?
• Cabs, transportation services required?
• Is there sufficient parking space?
• Do checkrooms need to be manned?
• When can an appointment be made with the caterer?
• Who is the contact person?

Also think about…

• entertainer
• photographer
• Press support
• Official permits
• Notification of the police
• Coordination with neighbors
• Reservation of premises