Choosing the Perfect Venue: Number of Guests, Budget and Personal Style are Key Elements

The decisions you must make for your special event – whether it’s a wedding or a corporate retreat – are seemingly countless. Among the most crucial decisions is the venue – where you will host your special event?

Here are some thoughts to consider when choosing a venue.

How many guests do you want, and how mobile are they?
Is this a small group or several hundred participants? And if you’re planning a destination wedding or remote retreat, are your guests willing to travel to the venue?

The number in your party can immediately trim down a list of potential venues rather quickly. The smaller the group, the more likely you are to find more venue options.

And for events requiring travel, consider the budget of your invited guests, especially those who are important to the success of the event.

Do you want a religious ceremony?
A church-based service can impact the number of guests. Churches vary a great deal in size and depending on your convictions; you may find your choice of church falls short of needs. Consider a larger facility of the same faith – but be prepared for your choice of minister to possibly share the ceremony with the host minister.

How much work are you willing – or do you want – to take on?
The most austere of event venues can be made to sparkle with the right decorations and flowers. If you’re particularly talented in these areas and can take on the work – you’ll save a huge piece of your budget. Otherwise, know that décor and flowers can quickly add lots of extra dollars to a budget.

Size, budget – and style
OK, so you’ve found the perfect sized hall or venue, it fits your budget perfectly – but does it fit your style? Outdoorsy couple may have found the perfect hotel garden and reception hall for their big day – but does the glitz and polish of a hotel really fit their style? For this couple, an open air wedding and a reception in a state park picnic pavilion may be more their style. Likewise, the urban couple may not be very much at home with a beachside wedding. Consider style!

Public venues are magical – but often require permits
If the idea of a beach wedding or ceremony in one of Savannah’s beautiful public squares is more your style, work with a planner or make contact with city hall. Permits are often required for such events and can include other mandatory expenses like security or parking oversight. If you plan on having a reception in the same place, there may be rules and licenses required. Plan ahead and secure permits – you don’t want your event interrupted and potentially shut down for lack of permits!

This is as good a place as any to discuss alcohol service. Rules vary wildly from state to state – and city to city within a sate. Your caterer, bar caterer or alcohol provider should be able to answer questions regarding permits. In some cases, the bar caterer will have the only license necessary. In some cases, know that you may have to acquire your own special event alcohol license. Check local regulations.

Ask to see pictures of previous events
Regular event halls should have photos of past events to help you get a feel for how the space looks when set for a wedding or special event. The pictures, in fact, may not be perfect, and may illustrate difficult to decorate features of the space. Scrutinize the photos carefully.

Is it clean, well-managed and maintained?
When you visit potential venues, walk around. Look not just at the public space, but at the areas that will be used for catering, bar service and restrooms. Is it clean? Are fixtures, floors and doors well maintained and functioning? Do you see fire extinguishers, clearly marked exit signs and other indicators that the venue owner takes pride in the location?

Any restrictions on catering – and can your caterer’s needs be addressed?
Some venues have a mandatory list of caterers that must be used – or handle food service in-house. Regardless, coordinate between catering and the venue to make sure your caterer has what they need to work. If your venue, for example, does not have a working kitchen, your caterer will have to bring cooking surfaces and hot-holding vessels, which can add to your cost. Caterers need refrigeration, hot and cold running water and areas in which to handle clean-up. Trying to save a few dollars on an ill-equipped venue can come back to haunt you with a larger catering bill.

Home weddings: Is the wear and tear worth it?
I’ve been to several weddings held in private homes or on the scenic lawns of Savannah’s many waterfront homes. The events are beautiful – but are the wear and tear worth the savings of a commercial venue? I’ve seen one evening’s worth of wedding guests literally wear the paint off of a staircase bannister!

You can possibly have as many as a few hundred guests parking on the lawn, treading on gardens, interior floors and carpeting. In all likelihood, you will need to bring in portable toilet facilities to accommodate a large party. Bands or DJs will require a place for staging and have demanding electrical needs. And, again don’t forget your caterer: Will they work from the home kitchen or need to bring cooking, cleaning and hot-holding equipment?

Is there parking?
If you’re having a wedding with 150 guests in one of Savannah’s squares on a busy spring day – you will have parking issues. What began as a storybook wedding can turn into a scene from a bad movie. Elderly guests can’t be expected to walk – and loading and unloading zones will have to be managed and cleared quickly. When planning, remember that people have to get to your event in some form of transportation -- consider parking and how guests will get form cars to the venue.

What is payment policy? How about add-on charges?
Venues will require a deposit and many require full payment in advance of the event. Understand payment polices, get the pay structure in writing – and don’t forget to include details on venue cancellation policies. Some venues will have a per piece charge for chairs, tables, table cloths and other add-ons. Some venues will break out fees for things like security, valet parking, clean-up and a site manager.

A part of any venue agreement is the time prior to and following the event. This allows florists, designers, musicians and caterers time to prepare and time to break down and clean up. Any time outside of the venue’s standard access period may be charged additionally.

Know what the fees are – and know that as you continue to add these details, the budget will continue to climb.

Rain, rain, stay away!
Your outdoor event is all set – but don’t forget that you will need a Plan B in the event of rain.

What? Yes, you just added to your budget! Most large scale events with out of town guests can’t be cancelled due to rain or inclement weather. Work with a venue to be your back-up plan. 




Thanks to Savannah-based photographer Richard Burkhart for use of his photographs. Richard is a veteran photographer with experience shooting in many of the city's and region's venues. You can view his wide range of work and contact him on his website, http://photosbyrb.com/.

Break Tradition: Put A Personal Touch, Sense of Humor Into Your Catered Event

  In the past, catered events usually went one of two ways.

  In one, guests are seated while a cadre of servers present every course on a plate in front of each guest.

From appetizers, to salads and soups and through the entrée and dessert, guests stay seated while servers scurry about. Today's plated dinners aren't nearly as ostentatious as formal service at Downton Abbey -- but can feel as stuffy to guests more accustomed to casual dining.

  In the other scenario, guests queue up to a buffet where they either self-serve or have servers scoop dishes onto each guest’s plate.

  These were great ideas and still fill the need for many catering clients. But more and more – particularly among wedding parties – brides and grooms want guests to be active, to have fun – and perhaps even experience something about the couple’s food interests or ecological beliefs.

So what are the options?

  Options are only as limited as the imaginations of the catering client and the caterer. Let’s explore some innovative and imaginative ideas!

Get Up And Move With Action Stations

  Everyone is familiar with the old-school roast beef carving station – that’s an example of an Action Station. Let’s take the idea one step further.

  How about an action station that serves guests rough-mashed potatoes – and then guests ladle on their own choice of toppings? Everyone loves a hearty dollop of sour cream and chives on a potato – or even Cheddar cheese. But expand the toppings to include exotic cheeses, mini meatballs or shredded and tender braised pork and you’ve turned the starch course into a meal.

  In the Lowcountry of Georgia and South Carolina, the ubiquitous Shrimp and Grits dish can become an action station at which guests choose from a variety of grits (stone ground, creamy or cheese grits are ideas). Offer a variety of shrimp styles. You don’t have to go all Forrest Gump, but consider the flavor variations of allowing guests to choose between shrimp scampi, grilled shrimp or shrimp in a spicy Cajun gumbo.

  The action station concept can comprise the entire event – or constitute only a portion of service. From build-your-own salad stations through the ideas listed above to make-your-own sundae stations – action stations keep guests active, engaged and happy.

Pass the Lima Beans, Please

  Embrace the Southern tradition of family-style service. Here, each table of guests is presented with platters of the menu choices and pass between one another in a self-serve style.

  Family-style service engages guests, encourages interaction and can reduce the number of service staff required for your event.

  And, just like a plated dinner, family-style service limits the amount of food going onto guest’s plates. An empty platter can mean “all gone” versus a buffet, which encourages guests to go back for “all they can eat.”

  Family-style also allows incorporation of some plated service. You might consider a plated salad, family-style main course service and a plated dessert.

Take a Culinary Safari With Ethnic Foods

  Professional caterers usually have an international repertoire of dishes. Ethnic dishes provide guests with an opportunity to explore and provide the ingredients for an event that is sure to be filled with lots of laughter, lots of oohs and aahs and a room full of happy guests.

Smoked ostrich filet.

  Ethnic options can range from passed finger foods like min-samosas or kebabs to sushi or mini banh mi. Action stations can feature tacos – but made with exotic ingredients like ground ostrich or braised pork belly. Imagine guests having a celebration around a table of a build-your-own pasta dish. Three or four styles of pasta, a variety of sauces and a few meat and vegetable options could make this the centerpiece of your event’s food service.

  If you’re serving your wedding cake as dessert, consider a small sweet bite with coffee to signal the end of the meal. A single, luxurious French-inspired chocolate truffle can make a meal memorable – and assuage guests’ sweet tooth until cake is served.

Express Your Convictions

  If the bride and groom or party host has strong views on culinary topics like sustainability, organic or local ingredients or nutrition – you have a captive audience with whom to share your beliefs through action!

  Here, the options are only limited by the event host’s beliefs and imagination. You need to work particularly close with your caterer in order to source in-season ingredients and to stay on budget. In this era, nearly anything is available by overnight shipping – but the cost may be prohibitive and quality may suffer.

  And ecological beliefs go far beyond the food. Is your caterer using disposables that are bio-degradable, compostable or made from recycled materials? Where does left over food go? With proper planning your leftovers can provide a substantial addition to a local food homeless shelter’s daily rations.

  Come to the table with imaginations turned to “high,” and an open mind. Hosting a catered event does not mean sacrificing fun or following traditional practices. This is your special event – put your special mark on it!

So You Need A Caterer...

Go into the relationship prepared for the best experience

It’s your big event – wedding, bar mitzvah, anniversary – and you want a caterer.

Congratulations! Relieving yourself of the stress of dealing with food, service and preparation frees you to enjoy your special day. To make sure your day is completely stress-free, here are some points to consider before meeting with your caterer:

Budget

Come to the meeting with an idea of how much you will spend for your event. Remember, hiring a caterer is like owning a restaurant for a few hours. You will work with a chef to plan your menu; you will taste a sample menu to make a final decision on food. Then, on the day of the event, the entire restaurant comes to you: Plates, glassware, servers and food. Per person cost of a catering includes prep time, clean up time, wages, fuel and more. You’re doing far more than buying food – you’re paying for a professional team to make your event special.

Availability

Have a date in mind – and a couple of options if possible. There are peak seasons in which catering services become scarce due to demand. If you plan to use a caterer, confirm a date with the catering company – as well as bar service, a band or DJ and any other outside contractors before printing invitations!

Where your event will be held is just as important. It’s a real juggling act to nail down dates for so many aspects – but it has to be done early in order to accommodate your needs. Your professional caterer can recommend venues in some cases. At the least, your caterer needs to know where they will be working in order to plan for the proper equipment, food storage and service.

Quality of Food

Don’t hesitate to ask where your caterer sources food. You are paying for chef-created dishes – not frozen food that came in a box and has been reheated prior to your event.

In an era where there is so much emphasis on farm-to-table, organic or sustainable foods, professional catering chefs hold themselves to the same standards as the finest restaurants and should openly discuss how and where they source their ingredients.

If you have food philosophies or standards in terms of sustainability, local vs. imported or other expectations – make that clear to your caterer.

Tasting Session

A professional caterer will offer a tasting session in which you and your future mate can taste from a menu of proposed dishes. In the past, brides tended to be the sole decision maker, but more and more grooms are stepping to the table to voice their preferences.

Consider this the first of many marital compromises! Creating a menu to satisfy a variety of tastes is just one of the challenges professional caterers accommodate with every job.

Great Expectations

Communicate clearly and early on about what you expect from your professional caterer. If you want all-local ingredients but have an event date outside of growing seasons – you’re setting yourself up for disappointment. Rely on the feedback from your caterer – they work in this community every day, have experience and have already overcome many of the pitfalls first-time event planners encounter.

If you anticipate guests with dietary restrictions, plan from Day One for the contingency. There are lots of decisions to make and a variety of options ranging from service type (passed appetizers, buffet, seated dinner, action stations) and the professional caterer is there to help you make choices that fit your budget, your venue and your lifestyle.

It’s like the saying goes: “The best surprise…is no surprise!”

Experience

Prepare a list of potential professional caterers, then make contact and ask for references. Call those references and get their feedback. A client who has had a bad experience will not hold back – they had a problem with their special event.

Visit the caterer’s website to seek out testimonials, see photos from their events and determine if the caterer truly has pride in their work. Visit social media sites like Facebook, Pinterest and Instagram to see if your caterer candidate is savvy about promoting their business by putting forth great images, positive comments and professional-looking presentations.

Setting the Scene

Presentation is part of the package. Professional caterers are artists on many levels: as chefs, as table

dressers, as food stylists. Even the simplest of food can be made to look great with exquisite serving pieces, tablecloths and table dressing and little touches that add elegance and style to a table.

A great looking table setting or tidy, colorful buffet is just one part of the scene. Look through photos of your caterer’s other events. Is the caterer dressed professionally? Are servers dressed appropriately and consistently? Are tablecloths, flatware and china clean, free of damage and stylish?

Service

Depending on the size of your event, your caterer might find it necessary to enlist service staff. The number of service staff, additional cost and expectations should be outlined as part of your contract with the caterer.

Equally so, the performance of these additional staff should be spelled out – remember, this is your “restaurant” for a few hours – and you’re the boss!

Server and bartenders should dress and act professionally. They should not patronize with guests, nor disappear on “breaks.” They should be familiar with and able to explain dishes and ingredients to guests – and bartenders should be skilled enough to handle any bar service being provided.

The supervision of these staff falls upon the caterer – to whom you should report any deficiencies you witness.

Working with a professional caterer for your special events can be one of the most rewarding and educational experiences of your life. Both parties must keep open lines of communications, be clear about expectations and understand that – even in a perfect world – little changes crop up that have to be handled.

Above all, have fun and enjoy your special day!

'Let them eat cake.................'

.........Or not!  Whilst Marie Antoinette might not approve, a wedding cake is no longer a must.  Many brides these days are moving away from serving a huge wedding cake.  Never mind the grooms cake - we have not seen one of those in quite a long time.  For those not in the know, the grooms cake is a very Southern tradition.  The theme and flavour of the grooms cake is usually kept secret from the groom - often it depicts a sport or interest of the groom, for example a Georgia Bulldog cake, or a football shaped cake etc.

So what does one serve in place of the wedding cake?  Last year we saw a lot of cupcakes - often a variety of flavours.  However since the end of last year the trend has been towards dessert tables - we call them Viennese Dessert Stations.  Even if you serve a plated dinner or a buffet dinner, you can still offer a Viennese Dessert station.  They fit in seamlessly with a heavy hors d'oeuvre reception with stations - which is a service style that is so typical of Savannah. (see our previous blog for an explanation of the various types of service).

The first question we ask is - 'What desserts do you like to eat?' and take it from there.  We usually offer bite size desserts, to encourage guests to try a variety.  Some of our popular desserts are Pecan tassies, mini key lime pies, chocolate mousse (to die for!), mini cheesecake, Savannah trifle in shot glasses, tiramisu, a variety of chocolate truffles, and drunken chocolate brownies.

We have also incorporated various action stations - for example, Crepe Suzettes - crepes served with a sauce of caramelized sugar, butter and Grand Marnier, flambeed; our chocolate river - think of chocolate fondue with fruit, marshmallows, salted pretzels for dipping; our S'mores station - yes, we can take you back to your Scouting days with this one, and you do not need a bonfire!

We have also started offering a variety of cookies on our Viennese Dessert stations.  In Northern Ohio and Pennsylvania cookie tables are a huge part of a wedding - family, and sometimes guests, will bring a large variety of cookies which are set out and eaten throughout the wedding reception.  We make smaller cookies, for example - Aztec chocolate, lemon and lavender shortbread, pistachio and white chocolate.

Once can also include milk and cookies - or even serve that as a late night butler passed hors d'.  Shot glasses with your favourite cookie (I vote for chocolate chocolate chip!).

Let us not forget about ice cream!  A sundae station is not just for kids!  You can do grown up sundaes - toppings can be some of the old favourites, but why not add a little liqueur - Cassis, Kahlua, Amaretto and the like.

If you still want the traditional photo of you and your groom cutting the wedding cake (please no smooshing of cake in one another's faces!), then incorporate a small wedding cake into the dessert table.  We cut back on the quantity of desserts we are providing as we will then cut and serve the cake to your guests as an option.  In this scenario we usually put the desserts out a little later in the evening, so that the dessert table is untouched for your photos of the cake cutting.

So really, wedding cake or not, it is all about what you and your groom want to serve at your reception.  This wonderful celebration is all about you, so let your 'dessert' reflect what you like to eat!

Photo credits:  (c) Greg Ceo, Savannah Wedding Photographer www.savannahweddingphoto.com
Cynthia Creighton-Jones, Cape Creations Catering, Inc

Party Planning Tips

For many of our clients, planning an event can be rather daunting, particularly if this is the first time they are planning a big event.  What style of service should they choose, what type of alcohol should they serve?  These are all questions we get on a regular basis.  I thought I would share some great party planning tips I found online some time ago and to which I have added my own comments.

THE DETAILS

According to Oprah Winfrey, “The Love is in the details”. And whether you love them or hate them, sometimes it’s the little things that can get in the way of planning an exceptional event. Before you request a proposal, consider the following:

~    Determine your budget.

~    Make the guest list – this will help estimate how many guests to expect.

~    Pick a location – some locations have policies which must be adhered to.

~    Set the date and time of the event.

SEATING

Seated Meal

Works well at formal events such as weddings, galas, or where a presentation will take place.

Standing Reception

Works well for events with limited space, a short event time or where you want to encourage mingling and networking.

Consider having your guests stand and place some cabaret tables around the room as places to rest drinks.

Partial Seating

Works well when your guest list includes a mixed age group or your event may extend for a long period of time.

BAR FEATURES

Dry Bar

If you have a budget-conscious event, eliminating alcohol completely will help with the expenses. To add options, consider a non-alcoholic drink such as Hibiscus & Ginger Iced Tea, or a Peach Bellini with Sparkling Apple Cider.

Beer & Wine

Variety is the spice of life, except when you’re waiting in line at the bar. Offering beer and wine as the only alcoholic options is cost-effective and keeps the bar line moving forward so that guests have more time to enjoy your event!

Full Bar

A special day deserves the best. Events with large crowds or gatherings for an exceptional occasion may call for a bar with complete options for mixed drinks. Offering a Specialty Drink – mojitos or appletinis – during the Cocktail Hour adds flair.

FOOD PRESENTATION METHODS

*Please discuss food allergies or dietary restrictions with us*

Passed Hors d’oeuvres

This option works for any event. Either as a pre-dinner appetizer or as the sole service of the party, they are easy to hold in your hand, offer variety to the menu and are easy to serve. However, keep in mind that it takes wait staff to pass the hors d’oeuvres, which may increase your event staffing estimate.

Stationary Hors d’oeuvres

Work well for open houses, auctions, or receptions where guests arrive intermittently or move around within the event area.

Stationary Hors d’oeuvres with Action Stations

A Savannah thing! Popular for weddings, corporate receptions and parties. Our Chefs not only carve and cook to order, but provide a show for your guests. Action Stations to require additional space.

Buffet

A popular service choice and familiar to everyone. This option helps keep personnel costs in line and is a good venue for offering a variety of menu choices.  Consider offering a plated salad as opposed to having the salad on the buffet – this allows guests to enjoy a part of their meal whilst waiting their turn to go to the buffet. 

Seated Meal

At a plated meal our tuxedoed waiters serve plated courses to individual diners.   

Telfair Artful Table Luncheon at the Jepson Centre and the Telfair Academy, Savannah GA

In the beginning of April we had the honour of catering the luncheon for the Telfair Artful Table following the lecture at the Savannah Theatre.  The Telfair Artful Table is a fundraiser for the Telfair Museums www.telfair.org that is organised by the Telfair Academy Guild - a very hard working group of women!  Various committees were involved in the luncheon and they all did a stellar job.

Due to the high guest count, guests were seated in both the Jepson Centre – surrounded by the beautiful vignettes which were still on display, and in the Telfair Academy.  A beautiful light mint green tablecloth was used – which was perfect for spring.  As the theme of this year’s Telfair Artful Table was ‘Chairs by Design’, various small chairs and lovely vases of flowers were used for the centerpieces.  It really looked lovely.

I really liked the green and white.

To keep with the lightness of the set up, we used glass plates and silver flatware.  I thought the tables really looked lovely.

The lunch was preset, so we had to come up with an entrée that would stand up to sitting out for a little while before guests ate.  We decided to do a Bistro Plate comprised of three different elements:  Individual leek and onion tartlets, rocket salad tossed with white wine vinegar and chilled tomato and sweet pepper soup shots. 

I am not a big fan of pie and cake for dessert, but wanted to do a dessert that was light and suited to spring.  I have a wonderful Mango Pie that I sometimes make, so I thought why not make a Mango mousse for dessert?  Our chef is a talented baker and pastry chef – the mousse she made was a light as a feather!  We served it with a coconut crisp for a different texture – and who does not like mango and coconut together!

Telfair Artful Table Preview Party at the Jepson Centre, Savannah GA

The Telfair Artful Table Preview Party was held on Thursday April 4 this year at the Jepson Centre in lovely Savannah Georgia.  What a wonderful evening.  The theme this year was ‘Chairs by Design’.  The guest speaker at the lecture/luncheon the following day was Peter M. Kenny who is the Ruth Bigelow Wriston Curator of the American Decorative Arts and Administrator of the American Wing at the Metropolitan Museum of Art in NYC.

I had the honour of being the co-chair, together with the wonderful Lucy Jones, of the vignettes.  The vignettes make up a huge part of the event.  We approached a number of designers, florists, businesses and friends asking if they would like to design or sponsor a vignette.  Our wonderful designers really embraced the theme and came up with such different vignettes.

On the Thursday night guests attended the Preview Party where they enjoyed delicious bites from various local restaurants and libations from the awesome crew of Charlie Ganem.  The following day guests attended the lecture by Peter Kenny at the Lucas Theatre and then were bussed back to both the Jepson Centre and the Telfair Academy for lunch.  Bidding on the Tiny Tables closed just prior to lunch.

On Monday April 8, the designers once again returned to the Jepson Centre for the Telfair Academy Guild meeting where they and their vignettes were once again featured.  It was so interesting to hear from the designers their inspiration for their vignettes.

I thought I would share photos of the various vignettes – the designers outdid themselves!

The Head Table

Designer:  John Davis Florist

www.johndavisflorist.com

Sponsor:  The Cottage Shop

www.cottageshopgifts.com

Musical Chair:  An Ode to Johnny Mercer

Designer:  Shannon Lancaster

www.ladylancaster.com

Sponsor:  Lady Lancaster, Lifestyle Consultant

Recycle, Restore, Rejuvenate!

Designer:  Mary Lawrence Negilan Kennickell

Sponsor:  Studio MLNK

Designer:  Mary Lawrence Neligan Kennickell

Sponsor:  John B Rourke

www.johnbrourke.com

All The Tea In Scotland

Designer:  Elizabeth Ruby & Rebecca Wright, The Tea Room

www.savannahtearoom.com

Sponsor:  Ann Hanley & Suzanne Croci

Life's A Cakewalk

Designer:  Amy Harvey

www.harveydesigns.com

Sponsor:  Harvey Designs

The Boho Tableau

Designer:  Anissa Manso, Urban Poppy

www.urbanpoppy.com

Sponsor:  Kimberly Good, KKC Investment

www.kcgfinancialconsultant.com

Guests enjoying the Preview Party