Successful Meetings - May 2008 - (Page 38)

Planner’s Workshop > Pre-Event Menu Planning Checklist By Leslie Schultz Whatever the goal of a meeting, it is important that the food be appetizing and the attendees have the opportunity for a little relaxation. But planning a successful dinner or cocktail party for a meeting group is not all fun and games. Even a short mid-meeting coffee break requires its fair share of strategic planning. Here are ten points to consider: 1 2 3 4 If you are having all of your meals at one facility, try to schedule them in different rooms. Most facilities urge you to use the same room for dinner each night so that they don’t have to break it down and reset in another room. If you have no other choice, at least have the room arranged differently each evening. Move the bar or the buffet table to the opposite end of the room. Or, schedule your cocktail party in another area altogether. Some groups are now scheduling longer meetings with a working lunch. If you are doing this, plan a “quick bite” lunch menu with everything on one plate. Alternatively, soup, salad, and sandwich buffets in any combination are quick, and everyone can find something to eat. The trend in coffee breaks is toward healthier snacks. Try low-fat muffins, bagels, granola bars, fresh fruit, or yogurt as alternatives to sweet rolls. Be aware that coffee breaks can be expensive, so monitor how much you order to stay within your budget. Save your sugary items for afternoon breaks when attendees need an energy boost. Make-your-own sundaes, homemade cookies, or root beer floats: These are fun late-day snacks. When planning a dining room setup, make sure there is adequate room around the bars and buffet table. Move them away from the entry door to avoid traffic jams. If there will be two bars, separate them. If having a buffet, try to place the table to run lines on either side. Tables of six and eight make the best conversational groupings. Tables of four are too small, and tables of 10 are too large for good interaction. Allow at least 45 minutes for lunch and an hour and 15 minutes for a seated dinner. Almost all facilities will set up meal service for 10 percent more than the number specified, unless you tell them otherwise. Extra tables, chairs, or place settings should be removed before your guests arrive. It is easy to add places, but no one likes to sit next to an empty one. It’s also a good idea to check a room 30 to 60 minutes beforehand, just to make sure it’s the way you want it. When planning menus, ask what the chef does best. The facility wants you to be happy, so let them make suggestions. If you plan a multicourse dinner, go light on the cocktail food. It’s important to serve some food with drinks, but you don’t want to fill everyone up before dinner. Also, remember that generally, people eat more in cold weather, so plan accordingly. All passed hors d’oeuvres should be bite-sized, boneless, and without messy sauces. If deepfried, supply a toothpick or some other type of utensil. The food selection should also have broad appeal. Avoid unfamiliar, exotic items that might turn off guests, unless you are having a themed mimegasite.com MAY 2008 SUCCESSFUL MEETINGS 5 6 7 38 http://mimegasite.com

Table of Contents for the Digital Edition of Successful Meetings - May 2008

Successful Meetings - May 2008
Contents
Editor's Note
Industry Trends
Destination News
Destination News
Suppliers
Destination News
Calendar
On the Record
Websites of the Month
Management Matters
Mouth for Sale
Meetings Law
Planner's Spotlight
Pre-Event
On Site
Tools of the Trade
Pre-Event
Counting Change
Giving Them the Business
The Magnificent Seven
All-American Gift Guide
Green Lights
Places & Spaces
Anaheim & Orange County
Upstate New York
Cincinnati
Detroit
San Diego
Phoenix
Gurus

Successful Meetings - May 2008

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