Timing is everything. Event planners know this through experiencing the good, the bad, and the many unexpected side-turns an event can take. That’s why you want an experienced event planner on your side, from start to finish.
Guest flow is a good example. Guests don’t all arrive right on the dot at the appointed start time. But some do. How do we handle this when it comes to the bar availability and food arrival? Seasoned event planners know that happens at every event, so they make sure to have the bar(s) stocked and open for business just ahead of your event kick off. Early birds and on-timers will appreciate this, as they can order a drink, socialize, and get comfortable with no waiting. (They’ll also generally greet others as they arrive and pull them into the event scene.)
About that bar scene: It’s important that to know your audience and what they tend to drink. Have the popular brands of beverages available in quantities that work and an experienced, socially confident bartender—and serve the drinks in the right type of glass. Since the bar is inevitably the first stop at an event, this will guarantee your event kicks off in the right direction.
Food service timing. Again, there will always we early birds and late comers. The trick is to offer food right away, such as platters of various hors d’oeuvres and appetizers, served to those as they come in. Each platter makes the rounds, fresh from the kitchen, offering various choices, so everyone feels welcomed and has a satisfying experience right off the bat. (Rotating types of appetizers, both hot and cold, is also a good way to please varying tastes, and because the platters keep coming, attendees feel seen and appreciated as they come in.)
Food cues: People understand when the bar is open, the event is begun. When appetizers are circulating, they register things are definitely getting underway – and the central food choices are coming soon, whether it’s a sit-down dinner or a buffet. So when the main food items are set out or served, that sends a strong signal to all; time to eat!
Some cues are obvious, such a spoon pinging on a champagne or wine class, quieting all for a toast. But the timing of setting out the wedding cake or desserts and coffee bars also cues everyone’s internal clocks as for where they are in the arc of the event.
Hire an experienced caterer and you get a lot more than a satisfying event. You get a smart event that flows evenly, evenly joyously, warmly greeting guests as they arrive and making them feel instantly comfortable and celebratory!
