guide to planning a corporate barbecue
Check out our other catering articles
We plan and help organise hundreds of barbecues every year so
as you can imagine we have a good knowledge of what is needed to plan your
This is a basic guide of what might be required for your event; finer details
will be required when speaking to the people providing each service.
In the beginning it's important to have a clear idea of what
it is you are trying to achieve and how you imagine the barbecue event to
be on the day.
If it's not just you planning the event it is important everybody is involved
at this stage, this will give everybody a chance to say what they think is
a good idea and a bad idea, the other important factor is what everybody's
roles will be in the organisation of the event, this need to be decided from
the beginning so everyone knows who is responsible for doing what.
The two main factors that will most likely affect your event are:
Budget and numbers of guests, you will need to keep this in mind at all times.
Initially this may seem like a daunting task and sometimes it
is just depending on what you require, the main consideration is the amount
of guests, if you are planning to entertain over 100 guests then you will
require a large amount of space, all venues due to fire regulations have a
maximum capacity seating and standing, the people in charge of the venue will
advise you of the figures.
Try searching for venues in your area using www.yell.co.uk any major organisation
will most likely be listed, next try www.google.co.uk venues then your city
name, by now you should have a few on your list.
A good place to find venues is the local newspaper it may not be an advert
in the paper but an article or even just a photo of what you are looking for,
but the easiest and best way to find a venue is simply getting in the car
and driving around the area, at this point you will have a good idea of what
your requirements are and by searching the area you are wanting to have the
event you will come across many more options you didn't even know about and
you could even take a look at the venues on your list while your out and about.
Here are a few options for you to consider:
Halls, universities, stately homes, castles, golf clubs and hotels are the
The problem with most of the above is they insist on room hire
charges, expensive bar prices, set rules/regulations and expensive in house
catering to name a few.
We do events at the above places every year all are different obviously and
the events are normally good but again the total cost is always on the expensive
side, but there is another way and it can save you money.
If you have a large piece of land or can get access to land
space setting up a marquee is a good option, the hire of the marquee generally
will be cheaper than a stately home hall hire for example, you will have much
more freedom to have the event the way you want it and you can arrange your
own suppliers instead of having to use the in house facilities.
To make an initial enquiry we will require some basic information,
all of this can be changed closer to the time of the event but to give you
an idea of cost you will need to know:
Amount of guests
Amount of children
an idea of what food you would like (we can help with this part if required)
Once you know all of this we can give you a price in total or
per head everything else involved with the catering would be our responsibility
so you can now concentrate on planning the rest of the event.
If you are planning your event at a venue with a bar it is most
likely they will insist on providing the drinks, you can have a set amount
to spend at the bar or have an open bar for guests to freely drink as they
please but from our past experience people tend to go over the top at a free
bar and sometimes spoil the night not only for themselves but other guests
If you require a mobile bar to be set up we can provide that service with
a wide range of drinks, we have a licence to sell direct to your guests if
required please contact us for more information.
From bands to discos, budgie jumps to kids entertainers the
choice for entertainment has never been so varied, for some events entertainment
is not required because the whole point of the day is for people to socialise
with one an other or the new product should be everyone's talking point but
entertainment has it's place and can be a welcome attraction for your guests.
The main thing you have to think about is the type of guests you are entertaining
this is the key to providing an act that will give good value for money and
something the vast majority of your guests will enjoy.
We can help with all your entertainment needs we work with many different
entertainers every year so let us know what you are wanting and we can point
you in the right direction.
Below are some things to remember that may apply to your event
Enough venue space for the people, food and drinks
Tables and chairs
Invitations - send them out well in advance and ask people to reply to say
they are attending
Clean up operation - it's most likely after the event a lot of rubbish will
need to be dealt with
Enough staff - most suppliers will include this in their price
Parking & transportation