As a caterer and event professional, I am continually amazed at the amount of resources that are available to us as planners. Not only does the quantity of resources in the marketplace seem to increase, so does the quality. Add to that the combinations of event components and the results are endless. In the end, however, achieving the most for your event dollar is a key focus in our planning strategies.

Food, beverages, floral décor and rentals often times become the foundation of the event, but beyond these basics are a myriad of other services available that can create a memorable experience for your guests. Divulging as much information as possible about the scope and objective of your event will give the planner immediate direction, define the event’s parameters and keep costs in line. Planners today can easily spend $25 to $500 per guest, and with destination travel and management costs, budgets can grow or exceed $500 per guest.

Consider transportation and parking alternatives, security, entertainment, interactive games, team building exercises, demonstrations, guest list management, and virtual offices, to name a few. Beyond the initial event components, consider lighting, sound, audio/visual, staging, trussing, electronic or onsite registration, additional restrooms, themed breaks, refreshments and break out sessions.

Keynote speakers, theme décor, buffet treatments, specialty linens, seating alternatives, chair covers, special effects, balloon art, props, confetti canons, wind dancers, ceiling and wall treatments, costumed staff, greeters, coat check areas, as well as valet service, are all popular with attendees.

Focusing on the guest is a key in special event planning. Remember special guest needs such as handicapped accessibility and ethnic and religious preferences. Many caterers offer gluten, whey or sugar free menu items as well as vegan, vegetarian, kosher, ethnic, and macrobiotic foods.

Legal issues surrounding special events are also necessary to consider. Many events require noise variances, vehicle access permits, propane or natural gas permits, special public assemblage permits, site plan reviews and parking, street or lane closures. Depending on your event’s location, city, county, state, health department and liquor permits may also be needed.

Protect your guest’s best interests and safety by considering terrorism threats, evacuation procedures, fire exits and emergency access routes and availability. With large-scale events, ask vendors for proof of insurance or request to be insured on their policy. Also keep in mind Mother Nature can always play havoc with events, especially here in the Pacific Northwest. Canopied entry points, shuttle transportation and doormen all can add to guest convenience and comfort.

When enlisting professionals for your event planning needs, ask for references and interview event producers. Touring the facility and obtaining letters from previous clients are helpful as well.

When hiring catering, insist on licensed and insured companies. Ask for copies of the health department’s most recent inspection report. Ask how food is transported to the event and consider the proximity of the kitchen to the event site.

Allow realistic timelines to hire event providers. Many large-scale events are planned as far as three years out, while smaller scale events might be turned around in as little as two weeks. At any rate, the more time allowed for preplanning, the better overall event you will produce. Hiring professionals again will ensure your success on your client’s behalf. A site manager or responsible individual or firm will assure the expectations of the client are met.