Princeton University Detailed Event Checklist – Banquet

 Princeton University Detailed Event Checklist – Banquet

1)  Event Logistics

• Estimate the expected attendance, as this will help determine many other aspects of the event. Will you have a set number of seats?  What is your plan for RSVPs? If you plan to charge for the banquet, you should work with Mary Kemler at the Frist Ticket Office; she can help you with advance ticket sales.

 

• Reserve your location well in advance.  Depending on the size of your group, good banquet spaces are the Mathey Common Room, Whig Hall, Liberation Hall at the Fields Center and Campus Club.  Please note that certain spaces on campus require the use of Dining Services for any catering due to the food license. 

 

• Pick your date/time.  Make sure that the majority of your group will be able to attend, as well as other members of the campus community you would like to invite.

 

• Call around to food vendors for quotes and research pricing from Building Services (tables, chairs, etc.) as well as other paper goods (plates, utensils) or decorations.

 

• When contacting a caterer or food vendor, it is a good idea to keep in mind your estimated attendance, as well as a general price point for your menu. 

 

• Consider an entertainment portion for the banquet. Will you have music?  Speeches?  A slide show? What kind of A/V equipment will you require?

 

• Put together a detailed budget.

 

• Determine whether or not your event is open or closed by reviewing the ODUS Food Guidelines. If you are having an open event you must contact Don Robasser with Environmental Health and Safety at least three weeks before your event.

 

• Determine whether or not the food will be prepared by the vendor off site and delivered or prepared on site.  If the food is prepared on site, you will need to speak with Lisa Zimmaro at the Office of Risk Management to ensure your vendor has proper insurance.

 

2)  Registration, Funding and Advertising

• Register your event with ODUS at OSERF.

 

• Apply for funding. If you are applying to Projects Board, keep in mind the Banquet Policy restricting the amount they can fund per person.  Any events funded by Projects Board must be open to the entire undergraduate community.

 

• Recruit volunteers to help with advertising, set-up, decorations, clean-up, etc.

 

• Design advertising/invitations.  Initiate advertising campaign. 

 

 

 

 

 

3) Working with Vendors 

• Order food, supplies, rentals, decorations and A/V equipment. If you are purchasing anything locally (such as Sam’s Club or Party City), make a plan for transportation and include those costs in your funding proposals. Secure storage space for any goods you purchase in advance.

 

• Work with your food vendor to set a date for final attendance numbers (so you can reduce/increase your order as necessary).

 

• For any anticipated deliveries, be sure to send the vendor a campus map and a copy of the ODUS vendor info sheet.  Designate a contact person and phone number for the vendor to call if they are lost.  Make sure you also have the vendor delivery phone number.

 

• Notify the Parking Office of any deliveries, or if a food vendor needs to park on campus for any reason.

 

• Create a day-of schedule with times for set-up, deliveries, break-down, etc. and include important contact numbers in case you need to follow up with anyone.

 

4)  Two Weeks Out

• Confirm all of your event specifics again two weeks before the banquet.

 

5)  Day of Event

• The day of the banquet arrive early with your volunteers to survey the space, set up tables and decorations and test any A/V equipment. Coordinate the deliveries and set up the food.  Always have your day-of schedule and contact sheet on hand.

 

• Have volunteers stationed at the entrance to greet people and keep a good head count for the evening.

 

• After the banquet has been completed, make sure to do a thorough clean up of the space and make sure you have collected all rental equipment. 

 

6)  Post-Event Responsibilities

• Do not wait to process vendor payments, send thank you notes and write event evaluations for your funding sources; these post-event responsibilities often fall through the cracks and are just as important as the event itself!