Cocktail Napkins Mathematics

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There are several online calculators out there, from event budgeters to mortgage calculations. When recently ordering cocktail napkins for an event we were amazed to discover there are calculators for that as well! After evaluating all the formulas out there, here’s the formula we created to determine the optimal number of napkins for your event.

(1.5 napkins) x (# of guests) for the 1st hour + (1 napkin) x (# of guests) x (# of additional hours) = Ideal Number of Napkins

Example: I have 175 guests coming to my event, which last for 4 hours.

(1.5 x 175) + (1 x 175) x (3 additional hours) = 787 napkins

External factors may affect your total numbers, including, if the napkins are being used for passed appetizers in addition to cocktails, if your guests are heavy drinkers, or if guests are coming and going and not staying the entire time. You may want to consider some of these factors and adjust your quantity accordingly.

BEO: It’s Not Just About Food

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A Banquet Event Order (BEO) is the contract and final say when it comes to your event at a hotel property. It is the sole document that a property will work off of throughout your event.

The BEO is given to numerous hotel staff a week before your event. If your BEO’s are not final at this point it could be detrimental to your event. Every detail in the BEO is important – times, dates, room set-ups, tech needs, quantities and even the special dietary needs of your guests. For corporate events you will also want to make sure that you are following any branding or sponsorship guidelines. You don’t want to be serving Coke products if the sponsor is Pepsi. From an efficiency standpoint its also important for the property to know if you are bringing in any items like linens, chairs, napkins or specialty items like butters or garnishes for desserts so they can plan accordingly.

Each hotel employee needs to know what you will or will not need for your event. From the top management level making the schedule to the kitchen staff preparing your meal and even the facilities staff setting out your tables and chairs. No one is ever going to look at your organized and very detailed paperwork; they will only use the BEO. If the BEO isn’t correct you won’t have any leverage when you have problems!

In the list of priorities BEO’s should be on the top of your list!

Guide to Unique Wedding Venues [nFocus]

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Read original article in nFocus.

By Kim Martin

When planning an event, there are several reasons to choose a non-traditional venue. Often times we choose non-traditional venues due to a lack of formal event space in Charlotte that can accommodate more than 250 guests. Atmosphere and availability have also sent us in search of new spaces.

Choosing a space that is not equipped for events can be exciting and opportunistic; however, it often comes with hidden challenges. Choosing a unique venue can often times mean you have limitless potential with your design and you are probably able to secure it for a steal. But not so fast – it is a steal for a reason. Little restrictions and low costs mean there is a lot missing in the space.

Let’s start with restrooms. Outdoor weddings in a beautiful open field are quite popular as is converting an empty, high ceiling rustic barn. Most likely, neither of these facilities have restrooms. A restroom trailer, attendants and a water source will need to be secured. If your space does happen to have restrooms, it will often be lacking in restroom amenities such as toilet paper, paper towels, soap, and in some cases mirrors. And don’t forget to have the water turned on.

A space not typically used for events will likely require a thorough cleaning. This means hiring a cleaning company to come in pre-event and to clean up post-event in order to leave the venue as you found it – or better.

What kind of shape is the venue in? Does it need a down and dirty paint job? Are there holes in the ceiling that might not be noticed except during a rainstorm? Does it have HVAC? Don’t forget that HVAC requires fuel and generators. Does the space have adequate power for catering needs as well as audio visual requirements? If the answer is no, you’ll need to add generators to your check list.

Many non-traditional venues are not equipped with top of the line locks. Hire overnight security to keep watch on a multi-day set up. The security will cost a lot less than the replacement fees for all the audio visual equipment.

What is the occupancy code for the building? Is it even coded? If it isn’t coded to have a large number of guests, submitting an event floor plan to the fire marshal is a must. In Charlotte it is a requirement to have at least two egresses for up to 199 guests and three egresses for 200-499 guests and so on. Make sure to check with your local Fire Marshal for your local requirements. And keep in mind, roll-up doors don’t always count.

Empty, non-event spaces probably do not have the traditional items such as chairs, tables, stages, podiums and lighting. It likely won’t have a kitchen either. Depending on your event menu, erecting a catering kitchen can be tricky. Warmers, ovens, grills, cooling units and prep space add up fast.

While unique venues are exciting, keep in mind the challenges that await you. Don’t let the unknowns scare you from choosing these types of spaces, but rather be prepared and catch the problems on the front end. And for those problems that surprise you, consider building a contingency into your budget to allow you to address them.

Here are some unique venues, why we like them, and some things to consider when selecting them.

McColl Center for Visual Art
Charlotte, North Carolina
mccollcenter.org

Why We Like It:
Has clean, functioning restrooms. There is beautiful artwork for your guests to peruse and plenty of space for your catering team. This space looks particularly beautiful when lit with decor lighting.

Things to Consider:
Consider having your ceremony on the front lawn and then moving to one of the galleries for your reception. Keep the time of year in mind; you may need a tent for unexpected showers or heaters on a spring or fall night.

Don’t forget to find out what exhibit will be installed during your event. They change often and what you see during a site visit will most likely be different from what is there during your event. Note the footprint that the new exhibit will require.

And most importantly, are you insured in case one of your guest accidentally bumps into the new installation?

Why We Like It:
The sky is the limit. They have three sound stages that can be transformed into just about event space you can imagine.

Things to Consider:
Restrooms are sparse. Depending on the size of your event, you may need to consider bringing in a restroom trailer. Either way, an attendant and restroom supplies are necessary. HVAC will be needed and a cleaning crew will be important to rid the space of dirt and dust.

The Broadcast Complex
Fort Mill, South Carolina
thebroadcastgroup.com

Why We Like It:
The space boasts a built-in stage and a beautiful lobby space for receptions. They have in-house audio visual equipment, large green rooms and catering space.

Things To Consider:
Review your contract thoroughly – the venue does not allow alcohol. The location is a bit hidden, so directional signage along the entrance route is a must.

Limehouse Barn
Limehouse Family Barn
Kiawah, South Carolina
843-870-6672

Why We Like It:
This is a family owned barn on multiple acres of beautiful marsh lands with a majestic entrance on a windy gravel road. Because this is a private barn, the policies and procedures are few and far between. This venue has the ability to take on whatever character you choose.

Things To Consider:
This is not a traditional event space. A contract will be very important. There are several online sources that can help create a contract. A very thorough cleaning will be necessary. Restrooms will have to be brought in as will HVAC. There is a medium size space that can accommodate catering needs, but no ovens. Water and power for the barn will need to be turned on in advance.

Hauser Creek Farm
Mocksville, North Carolina
hausercreekfarm.com

Why We Like It:
This venue is truly unique. You can bet that your friends have never been and not many brides have been married here. It has a beautiful lavender farm that boast several spots perfect for a small intimate ceremony.

Things to Consider:
Consider the season. Lavender will be most plentiful in the summer and sometimes in the fall. Lavender attract insects such as butterflies and bees, so be prepared for some unwanted buzzing guests.