Planning a night out? Advice from an Expert!
I've been working in the hospitality industry for over 10 years now, and I have been asked on many occasions to help "plan an event". It doesn't matter whether you are organising an extravagant corporate party or a small family gathering. “Failing to plan, is planning to fail". I've come to realise over the years my career is not just a job but these attributes; (Time keeping, negotiation, and the ability to build relationships) are also applied to my everyday life.
From my sisters birthday night out, to my best friends baby shower and my work Christmas do. You name it, I've planned it. So I've decided to share my Top 8 tips to consider when planning... anything!
(Image above: My sister's karaoke birthday celebration which I organised, she looks like she's in a girl band!)
1.Set a date and stick to it.- A colleague of mine once planned a 30th Birthday many moons ago and the gentleman changed the date of his Facebook event and forgot to tell the venue. The result, complete mass confusion... 16 guests showed up on the "booked" day, 43 guests appeared the following week and a 50 person buffet went to waste. To make sure you have the best "attendance rate" make sure your chosen date is established first!
2."Mind Map" time- "The 4 W's": What's the occasion? Who are you inviting? Which location? And most importantly, What's your budget? Don't let a "price" put you off. No great idea should ever be discarded straight away, I have spent years as a party planner breaking down costs for customers. Hold on to this basic equation for dear life: Take the price you have be quoted and divide is by the number of people. For example, at Revolution Leadenhall we ask for a deposit of ￡100 for a VIP booth in our Basement Club. If you have 20 friends; that works out as a wonderful ￡5 each, and not so "expensive" now. My friends always put money in a kitty and we share the costs.
3.Prebook your area in advance- Where I can prebook, I always will! The thought of walking into a place without a reservation terrifies me as I am that girl that wants to know there is a space with my name on it. There is nothing worse than being part of a large group packed like sardines on the main floor. Plus, there are always extra added perks to booking in advance (and if you're not sure what they are yet, as the event organiser it's your duty to find out.) In my eyes, if there is "no added perk" to reserving an area, then I'm basically enquiring at the wrong venue. For example, at Revolution Leadenhall we always offer a complimentary cake, flavour shots and balloons to birthday goers as an extra treat to kick start the celebrations.
(Image above: Our birthday offer includes- cake, flavour shots and party balloons)
4.What are your current offers?- If you call up a reservations team and they tell you they have no offers or packages for you to look at... hang up on them immediately for 2 reasons: firstly, everyone likes to hear an offer it drives the decision to book and secondly, there probably is an offer and if the person behind the phone doesn't communicate that to you that's a reflection on the venue. If it is a special occasion you should always expect exceptional service from start to finish this includes the booking process. For example, at Revolution Leadenhall we'll send an exclusive discounted drinks preorder menu to you when you enquire and you'll often see a member of the sales team floating around speaking with our guests to ensure they are having a fab time because our customers are important to us.
(Image above: Friday Like You Earned It Offer- Enjoy a FREE drink after work when you book in advance every Friday)
5.Know the difference: Deposit Vs Hire fee- Never be swayed from booking anything because of a "deposit" - this is a classic mistake. A "deposit" acts as a guarantor, and reconfirms you are 100% attending. A deposit can be always be used as a bar tab, or redeemable against your final bill. You are not losing out on any money. (Unless you don’t turn up!). In contrast, a flat rate Hire fee is completely non-refundable but this can be great in some cases if you don't want to commit to any form of minimum spend. It really all depends on you. Always, always, always ask for the cancellation policy before booking anything.
6.Never scrimp on food... EVER. If you are organising a night out or a work event, food is always a must. Since ancient times, food was the ultimate sign of great hospitality. Food is fantastic at a soirée for two reasons; it soaks up everyone's alcohol (if drinking) and it's much easier to make connections when you share something in common. With this in mind, eating is a shared activity, which brings people together. Now at this point, it's important to point out if you confirm a party of 70 persons and preorder a 20 person buffet please don't think it goes unnoticed. I still remember when I was 16 years old, waitressing at a Wedding Reception and being screamed at by disgruntled guests throughout the event claiming "there's no food". I remember vividly crying in the bathrooms and my manager comforting me saying " I knew this would happen!". So please, please, please, don't ever scrimp on food. It's not pleasant for your guests or the staff working your event.
(Image above: A Revolution Bars style buffet- We have not 1 but 3 buffet options)
7.Mandatory info always required: ID/ Dress code/ Last entry- Right, firsts things first, we are in the 21st century you will get ID'd. No if's, no buts, make sure everyone comes out prepared, there's nothing worse than getting turned away because someone "forgot" their ID. Another imperative point to note is the dress code as a lot of places don't allow trainers. Again this notion can be applied to anything; I was once refused a bounce on a trampoline because I didn't have any socks! So always dress for the occasion. Finally, where ever you go be mindful there is always a "last entry"...everywhere.
8.All Feedback is important- If you had a great event you must tell the venue and the team and your friends. Write that trip advisor you promised and shout about it. Too often we as society only respond to negative experiences. It you have something positive to say sprinkle those comments everywhere. Remember at the beginning stage of your party planning, how much quicker your decision process would have been if reviews were easily discovered? I always make a note of two names: 1) Who looked after me during the booking process and 2) Who looked after me on the night. If I have a great time I always rebook and ask for that person specifically. Plus, I know if I befriend my reservationist, they will always do their best to accommodate me in the future and always throw in a few cheeky extra like for example, extended guestlist.
(Image above: Revolution Leadenhall team 2018- Teamwork makes the dreamwork)
If you need any help planning an event? Call me on 0207 621 9955 or drop me an email on [email protected].
