EFFORTLESS EVENT PLANNING
Event Planning FAQ
Whether organising your wedding, a product launch, birthday or open day, getting the plan right is crucial. Here are our most asked event planning questions.
Yes, Party Food Melbourne can help you find a venue or location for your event. Our team are experienced with many sites, traditional and non-traditional venues around Melbourne. If you need help with finding a site that may require additional essentials such as marquees & flooring, we can organise it all for you.
For sit down meals – If you are setting your table with glasses it is easy to work out the right number. You will always need spares, and remember, people may change their choice of beverage during a function. Water and wine glasses are usual fare for a table setting, however, the bar will also need soft drink glasses and any special drinks glassware.
For cocktail functions or pre-dinner drinks it can be a bit more complex. Two drinks per person is a good average for the first hour with and around one for every hour after that for an elegant corporate event. This means that for a three hour cocktail party for 100 guests you will serve around 400 drinks. How many glasses you require will depend on how many you are prepared to wash during the function, what drinks are you serving and whether beer will be served into glasses.
Cheers! Depending on how formal your function is, you may need a round of champagne glasses for either arrival drinks or that celebratory salute.
Adult parties – this will vary depending on the occasion and beverages served. Glassware types:
- water glasses or water bottles
- wine – white and red for more formal occasions
- champagne
- old fashioned – for straight spirits or standard mixed drinks, eg, scotch & coke
- tall or collins – some cocktails and mixed drinks, eg, fluffy duck
- highball – soft drinks, juices. Informal occasions sometimes use these for beer where most beer drinkers would drink from the can.
- martini – many cocktails. This has become an unofficial standard cocktail glass where the formality of the right glass is not required, and for frozen cocktails.
- margarita – stunning for margaritas
- hurricane – many voluminous cocktails
- champagne boat – many say this glass was designed in the form of Cleopatra’s breast. It has made a renaissance for some modern cocktails such as
- pot and pint – beer
- shot glass – spirit and liquer shots
- heatproof glass – often with a handle, though the modern version has a double wall instead. Hot cocktails and hot chocolate.
Other Types of Bar Glassware
- punch bowl, though for safety in large group settings, these are often stainless steel
- fancy drinks dispensers,eg, apothecary jars with a tap.
Standard Table Types
- round
- rectangular
- square
The number of guests that can be seated will depend on how crowded the room will be with tables and chair in place, your place settings and the size of the crockery.
The most efficient sized table for seating guests are long banks of rectangular tables with minimal isles. This is not always ideal for guest comfort. Otherwise, 2.4m tables will comfortably provide 10 place settings.
The Maximum Recommended For Each Type of Table
The lesser number is ideal. If your table setting is simple, the greater number may be manageable at a tight pinch.
- 1.8m round table seats 10-12 people
- 1.5m round table seats 8-10 people
- 1.2m round table seats 6-8 people
- 0.85m round table seats 4 people
- 2.4m rectangular table seats 10 people
- 1.8m rectangular table seats 8 people
- 1.2m rectangular table seats 4 people
Cabaret style is ideal for presentations, where guests are placed around the back 2/3rds of a round table so everyone can see the front of the room for long periods of time.
Classroom style is a similar concept, using rectangular tables. Chair placement is along the back of the table. Sides of the table can be used for seating as well if space is tight.
Variations on the formal bridal table include a central table, set at the front, but among the other guest tables. This table needs different treatment to ensure it is highlighted in the room as the feature. Consider lighting, decor, distinctive accents with linens, different chairs.
Bridal tables may also be set onto a long stage across the front of the room. This is more important for larger weddings where the bridal party may not bee seen by reception guests.
Space Required for Different Types of Functions
- For a seated dining function, just over 1.3 square metres per person is needed as a minimum for the dining area only. For larger functions, more space is needed per person, up to 2m per person.
- For a cocktail function, a minimum of 1/2 m is needed. Allow more capacity where seating will also be provided.
Other Space Considerations
Please allow for:
- a dance floor
- wedding cake table
- buffets, food or dessert stations
- bar
- band and a/v system
- stage
- walkways – consider in and out of bathrooms, kitchens, around a busy bar,
- entranceways, doorways, stairwells – reception desks or security checkpoints, emergency exits, outside access areas
Irrespective of whether you have chosen an established or non-traditional venue, these are our key elements too often overlooked:
- Weather – safety on a wet/windy/hot sunny day. Guests may be happily undercover, but what about when they need to head down the wet stairs to the bar? Sunburn and heat stroke have been unintended guest experiences. The serving team need to be able to work standing for many hours in your environment, too. Do they need to wear thick woolen socks? Weddings in parks are often accompanied by umrbrellas, especially in Melbourne, or a marquee.
- Lighting – especially at night. Those same wet stairs were also poorly lit, causing a bad slip and twisted ankle. Consider walkways, bar, kitchen, DJ and service areas. How will the caterers see if the chicken is cooked properly in the dark? (We have had this experience at a hired venue, so we always caution our event hosts against relying on the view that a venue knows best). How much light will your daytime venue have on a cloudy day? Lighting is also important to create the right ambience for your occasion. If unsure, call in the experts.
- Food – is the kitchen or food preparation area food safe? If unsure, we can organise a site inspection with you to check the details of your space. Does the oven door close? Are there enough electrical circuits for all appliances, both provided and being brought in? Is there somewhere that is safe for equipment to be cleaning during food preparation?
- Access – it is crucial to keep entranceways, emergency exits, stairwells, access to service areas clear. If unsure as to whether your floor plan will work, ask your Party Food Melbourne Catering Manager or your venue coordinator. If you are adding a registration desk near the front door, where will people waiting stand? How will people move around your desk/s into the function room proper? How many people can stand at the desk at a time? If you add that stage into that part of the room, how do you get electricity over to it? How does it affect where the guests sit or stand?
- Transport – how do your guests from transportation to your venue? Where do guests park? Will guests be arriving or leaving at the same time? How will all the vehicles depart through the boom gates effectively?
We received so many compliments on the delicious food and variety of food options. Many people commented that the service was excellent. Lindy was especially friendly, being mindful to offer particular food options to those who had specific dietary requirements and preferences. We had a great night. I will definitely keep Party Food Melbourne’s details handy for future functions!
Best wishes, Bianca
“Thank you so much for making our event on Saturday night such a success. It was good knowing that everything was in such good hands and I could relax and enjoy the evening. Everyone commented on the quality (and quantity) of the food. Thank you for your guidance in getting it all just right.
Also your staff on the night were so helpful, pleasant, efficient and just plain lovely. I will certainly use your company in the future and recommend you to friends.
Many, many thanks,
Deborah”
Best Lunch Ever!
