Gamma Iota Sigma
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How to Plan a BanquetSo
your chapter has decided to plan a banquet. The
key question to keep in mind when making all the arrangements and specific decisions, is
"What is the purpose of this banquet?" Is
it an awards banquet? An initiation banquet? Successful banquet planning can be described as
the elimination of surprises. Your chapter
doesn't want to be informed of extra costs after you've finalized your budget, anymore
than the meeting facility representative wants to be surprised by requests for additional
meeting space. Confirm everything in writing. The following planning agenda applies
to the larger banquet or meeting where a hundred or more attendees are expected. If a smaller meeting is contemplated, the time
schedule for finalizing your arrangements, obviously, will be shortened somewhat. However, whatever the case may be, be sure to
always contact your meeting facility representative, guest speakers, and invitees well in
advance. In the business world it is not
uncommon for a facility or a popular speaker to be booked six months in advance, or more. Your business invitees must always be contacted
no less than four weeks in advance of an event. Ideally,
your first invitation letter should arrive six weeks prior to your event. Remember that every contact your chapter makes to
individuals outside your chapter reflects the professionalism of your chapter. First impressions are lasting! 16 weeks before: 1. Define
purpose and audience *
estimate number of attendees *
determine funding method *
theme or banquet title (develop a name for your event) 2.
Set date and time (remember April 30th deadline for event to be considered for the
annual awards) *
check for other conflicting programs *
invite special guest (i.e., School of Deans, University President) 3. Contact
industry for sponsorship of host bar *
For the banquet - how about "Sponsor a Student" approach to funding? 4. Contact
meeting facility *
confirm everything in writing *
obtain menus *
reserve rooms 5. Identify
speakers *
Contact immediately by mail and confirm by phone seven days later. *
Re-confirm details of phone conversation in writing. 14 weeks before: 1. Finalize
banquet budget *
cost for each meal *
guests (no charge) *
gratuity *
bar (cash or host?) *
costs of awards/gifts (for speaker?) *
invitation printing and mailing costs 2. Follow-up
letter to speaker *
suggest speech topics and time allotment for presentation *
transportation? overnight
accommodations? (who's responsible for the cost?) 3. Begin
preparing invitation lists 12 weeks before: 1. Choose
menu (keep your budget in mind) *
Complete contract for exact price and approximate number 2.
Invitation list should be completed; start typing envelopes 3.
Begin planning awards and/or initiation procedure (depending upon the purpose of
the banquet) 4. Sent first
news release *
Include who, what, where, when (see section on Public Relations and Publicity). 10 weeks before: 1. Develop
and type invitation letters and return reservation card *
Separate letters will need to be devised for guests, students, and sponsors. 2. Start
preparing student biographical data on all members to hand out *
prepare questionnaire - printing? *
design style of booklet and contents format *
don't forget a brief history of your chapter 3. Hire
photographer for banquet photographs 8 weeks before: 1.
Complete all work on invitation letters and envelopes and make a check-off list 2. Contact
speaker for photograph and biography, to be used for publicity and introduction. 3.
Prepare confirmation letter/postcard, which you should send to all those who have
sent back reservations 7 weeks before: Mail first invitation letter 6 weeks before: 1. Begin to
monitor invite list for responses *
send confirmation letters 2. Begin
preparing opening remarks 3.
Arrangement of banquet tables *
head table *
round tables *
seat six - eight for effective communication *
seat six if you want to make group appear larger 4. Arrange
for printing of student biographical handbooks 5. Contact
speaker *
Finalize *
transportation
(time, place of arrival) *
overnight
reservations/breakfast? *
equipment needed *
length and topic
of speech 6.
Finish collecting
student biographical and chapter information 4 weeks before: 1. Monitor
invitee list (50% of responses back yet? - get going!) 2. Prepare
and organize student biographical data and send to printers 3. Send out
second news release 2 weeks before: 1. Contact
meeting facility representative to confirm: *
approximate
number of attendees *
menu and meal
time *
banquet table
layout *
speakers
equipment *
marquis *
host or cash bar
(cost confirmation) *
get information
on who to contact for problems *
light controls,
temperature, sound *
when final
guaranty due to banquet facility 2. Last
contact with invitees not responding (by telephone - be professional!) 3. Touch base
with host bar sponsors 4. Write
opening, closing, introductions 1 week before: 1. Name tags
- place cards at tables 2. Seating
assignments - Guarantee banquet head count 10% under actual count! 3. Who will
pick up speaker? At airport? 4.
Rehearse
introductions, opening and closing remarks 5. Student
biographical data ready 6. Contact
meeting facility (final contact with speaker) 7. Prepare
list of attendees 8.
Registration
Desk - Who will "man" it? 9. Have
awards ready; initiation - certificates ready During: 1. Meet
speaker *
Everything okay *
Introduce to
other important guests attending 2. Check on
seating - have registration list and name tags *
keep a running
count of people arriving 3. Verify
meal counts with facility representatives After banquet: Thank you letter to banquet sponsors
and speaker Whatever you do . . . don't: 1. Don't
appear as though you're unprepared and disorganized 2.
Don't be unfamiliar with names of
important individuals and their companies 3.
Don't be unprofessional in your
delivery of opening, closing, and introductions of important guest and attendees. 4. Don't get
off schedule |