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Getting Started on Your Event Planning

To assist you with your event we have a designed a helpful check list that should prove useful in your planning sessions.

Start with a basic budget and move on to the following questions for your event.

  • What kind of event are you planning?
  • What is the desired goal? Fundraiser? Charity? Auction? Family & Friends?
  • Buffet with/without dancing
  • Sit down diner with/without dancing
  • Cocktail Party
  • Presentation
  • Sit-down Dinner with presentation/speakers
  • How many guests are expected?
  • Where will the event be located?
  • How much time in advance must I reserve my tenting and other items?
  • Is a permit required?
  • What size tent do I need?
  • What accessories do I need?
  • Flooring
  • Carpeting
  • Heating or Air-Conditioning
  • Stage or Podium
  • AV Equip.
  • Generator
  • Lighting
  • Fencing
  • Decorative Drapes
  • Portable Washrooms
  • Connecting Canopies/Gutters
  • Security
  • Furnishing (tables, chairs and accessories)
  • Small wares (China, cutlery, glassware)
  • Do I need a Caterer?

With this start of information we can certainly begin to work out the various options that are available to you and your event based upon your budget.

Here a some other helpful Tips and Facts

Always round up your estimates, don't round them down.

Generally you can expect about 75% of invited guests to show up

Order chairs and place settings for the full number of invited guests to ensure availability, then pare the number down one month prior to the event

When serving appetizers on average, your guests will consume 5 hor d'oeuvres per person per hour for the first 2 hours and 3 per person per hour for each additional hour.

When ordering small wares remember: generally 2 to 3 glasses per person for dinner or cocktail events. 1.25 plates for buffet

Stock up on plenty of ice. A good rule of thumb is to have 1 lb. of ice per person.

For a basic bar you'll want to stock up on vodka, whiskey, wines and beer. For a more complete bar you can add gin, tequila, rum, bourbon, vermouth and brandy.

When serving punch figure 10 people to the gallon. This will allow for 3 - 4 oz. servings per guest.

When serving cocktails or beer figure that your guests will consume 2 drinks per person per hour in the first 2 hours and 1 drink per hour after that.

For a 2 hour party where you are only serving wine or champagne, you will need to have 1 bottle for every 2 guests.

Always mow and water your lawn the day before tent installation, portafloor and/or dance floor

When ordering dance floor, keep in mind that you need approximately 2 to 3 feet per person.

 

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Hi Lori,

The event went very well. Thanks for your support. We will be happy working with you again in the future.

Best regards,
Hwa-yee

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Local calls:778-786-4218
Toll Free:1-877-836-8799
Email:lori@phoenixtentrentals.ca