Year End Functions

Posted by Idle Winds on Sep 16, 2013 in Functions | 0 comments

Year End Functions

Organising a year end function need not be stressful.

Start with the basics.

When making enquiries for an intended venue it is always helpful to request specific dates with alternatives. Should the venue be unavailable, this will prevent any additional, unnecessary time wasting for you.

Give the venues as much information as possible.
When requesting a quotation include the following:

• Number of anticipated guests.
• Is it a luncheon or a dinner?
• Will your function be formal or informal?

Themes are fun

Should you have a theme in mind let the venue know, they may have some or all of the décor required and will then include this in the quotation. Ask for photos or a mood board to see if their quotation is in keeping with your vision and budget.

Set-up of the venue is time consuming and manual labour is always involved, a great venue will facilitate and manage this for you. As themes can be costly to the company and the guests, should they need to hire or purchase specific outfits – an indication of budget is always helpful in this respect. An idea of budget will also assist you in your venue selection. Your basic budget should include costs for venue, menu, entertainment/music and beverages. Additional considerations could include décor/theme, accommodation and transport to and from the function.

A value for money venue will offer menu choices, function accommodation rates as well as the set and strike of your venue. Proper facilitation of your function by the venue means that you would only need to do a final check a few hours before the event. Delegation delight!

More bang for your buck!

Some venues offer a packaged function on a specific date. The benefits of these packages especially for smaller organisations and groups are shared and reduced costs for venue, music and décor – a more glamorous, fabulous function for less.

As our year end functions are in summer and weather can be unpredictable, always ensure that a back-up plan is in place. This is vital if you are planning an outdoor event! A site inspection at the venue is important and vital to ensure the success of your function.  Meet the function co-ordinator, inspect the venue and the grounds, with the following in mind. Will your colleagues and guests be comfortable in the surroundings? Are the staff courteous and friendly? Is it value for money? If you answered “yes” to all of the above – you have found your prefect venue for your function.

Contact Idle Winds for a perfect end of year party