Catering Management Identify multiple caterers who specialize in similar events Confirm that the selected caterers are available and not over-booked on the event date Provide a variety of menu options that fit your needs, preferences and budget Host a tasting of selected menu options Recommend linens, chairs, table set up Provide final guarantees from the caterer Walk through the venue with the caterers Coordinate the menu and theme of the event Manage the load-in and load-out of the event Make sure that the caterers have a proper staging area Monitor service throughout the function, communicate with the caterer any needs or adjustments in services or service time Confirm that the caterers have properly cleaned venue after the event Tent and Canopy Determine need for tents or canopies Determine size and style desired and availability Provide cost estimates for rental, installation and removal Walk through with vendor for preliminary location Make sure that all necessary public licenses and requirements are met Negotiate price Manage and schedule installation and removal of tent or other special equipment Theming Provide decor scenarios to meet the budget and occasion Provide cost estimate for floral arrangements, backdrops, and decorations Negotiate the best price with suppliers Select and coordinate appropriate vendors Manage and coordinate program Provide detailed vendor schedule Entertainment Assist in determining what type of entertainment best fits the event Provide a selection of various video/audio tapes of entertainment Act as a liaison between entertainment (disc jockeys, bands or audio system) Negotiate price Coordinate the entertainment’s arrival time, place, and dress attire Awards and Amenities Provide gift options that coordinate with the event Handle the ordering and storage Manage the distribution and or display Venue Contact all potential venues to check availability of dates Confirm price for venue including any tax-deductions as well as insurance and necessary deposits Review all guidelines for site use to determine that all requirements can be met and that no conflict of interest exists Host preliminary site inspection of potential space Contract with selected venue Ensure that all requirements of the venue ( insurance, time, building guidelines are met) Host a walk-thru with client representative Inspect the venue on event date for proper cleaning and engineering needs Check for all necessary electrical outlets Walk through the building following the event to ensure proper clean–up Invitation Assist in the development and creation of invitation (electronic and hard copy) Assist in the appropriate text Responsible for the production Address and mail invitations Responsible for receiving and keeping count of RSVPs “will” and “will not” attend Manage the VIPS seating and attendance requests

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