Meeting Planning and Event Planning

Today, Cvent welcomed the 100th destination to its Destination Guide.  The Cvent Destination Guide is an informational resource for meeting and event planners designed to help planners simplify their site selection process by providing them with meeting specific details for worldwide meeting destinations.  Planners can view image galleries, read about things to do, identify the top area hotels, receive restaurant recommendations, map key area attractions and venues, learn about exclusive promotions and more. 

Based upon a recent focus group Cvent hosted, event planners consider an average of 3-5 destinations and spend up to one week researching potential meeting locations during their site selection process.  Approximately 80% of the focus group participants revealed that selecting the appropriate meeting destination is essential to the success of their programs.  More than 90% of the focus group participants felt that the information presented on the destination guide was valuable to event planners. The ability to easily compare multiple destinations, as well as the availability of meeting statistics and meeting facility details which are not easily found elsewhere were cited as the top reasons for utilizing resources like the Cvent Destination Guide.  Amongst other reasons was the capability to send requests for proposals (RFPs) and book venues directly.

The Cvent Destination Guide features profiles for worldwide meeting destinations across the United States, Canada, Europe, Australia, Asia, South America, Mexico and the Caribbean.  The guide helps planners compare apples to apples in a clear and concise format so that they have all of the necessary information to make a destination recommendation to the final decision-maker.   Click here to explore the destination guide now.
 

There is a lot of buzz surrounding the latest advancements in social media, but if you are like me you are still a bit skeptical.  Will social media actually help you do your job any better or will it simply be one more way you are forced to communicate with your friends and colleagues? Based upon some recent conversations and information I have come across, I am beginning to become a believer in social media and its ability to simplify the way I network and maintain relationships, as well as generate new business for my company.

According to an article published by HSMAI, Sixty-one percent of meeting planners who attended HSMAI's recent Affordable Meetings West Conference & Exposition in San Jose, California "stated that they were engaged on facebook, and 58% were members of LinkedIn. Networking and maintaining relationships were the top benefits cited.  Just 13% said they were using Twitter." 

A colleague of mine just attended the Vocus User Conference and said that social media was integrated throughout every component of the conference.  During the sessions Twitter was blowing up, serving as a way for attendees to silently debate various points without interrupting the speaker's presentation.  Not only did Twitter serve as a useful tool for the  attendees, but it also functioned as automatic press and marketing for Vocus and its conference. 

HSMAI reports that "technology continues to be a top priority in 2009 with 70 percent of planners reporting an increase in technology use" as it relates to marketing and managing their events.  Of the 70 percent, 74 percent felt that technology made their jobs easier. 

It seems that if the jury were to vote, 100% would be in favor of social media.  Not only is social media really taking off, but I believe it is also here to stay.  Its many benefits are already being appreciated and experienced industry wide and as it always is with technology, this is just the beginning of what social media will have to offer us.

Trying to figure out exactly what information you want to collect during the online event registration process can be tricky. Check out the sample registration form below for a July networking luncheon.



Five important things to include in your online registration process:

1. Request for Contact Information – Even if you already have contact information, it is important to remember that this data is always changing.  Online registration forms serve as a great way to verify the information you currently have in your database and update outdated or incomplete contact information.  Make all contact fields mandatory.  Be sure to gather complete information as some contact fields such as title change more frequently. 

2. Pre-registration Questions – Since every participant must complete an online registration form, use this as an opportunity to gather additional information from attendees. Use questions during the online registration process to learn more about your registrants such as what they want to eat or what they would like to hear the speaker talk about druing the conference.  Registration questions can also save you time.  Don’t bother calling each registrant to find out what t-shirt size they need or if they want to rent golf clubs; simply include these questions during the online event registration process.

3. Tell-a-friend Functionality- Never underestimate the power of viral marketing.  Increase online registration numbers by giving registrants the opportunity to forward the event information and registration form on to colleagues and friends who may be interested in the event.  Allow registrants to include a brief message as part of the online forwarding functionality so that they can help promote the event with comments like: “I am registering for this event right now.  It is going to be great.  You should definitely join me.” You also receive the benefit of branding your organization to prospects who would not traditionally be on your list. 

4. Pre-populated Fields – Save your registrants time by pre-populating fields such as name, title,  billing address, t-shirt size or any other information that is collected from event to event.   When the online registration process takes too long, potential registrants may drop out of the process before their registration is complete.  Although the intention may be to complete the online registration form later, your event invitation gets lost in an overflowing email inbox and the deadline for registration, or worse the date of the event itself passes before any action has been taken.  It is critical that you streamline and expedite your online event registration process so you do not lose registrants. 

5. Online Payment Collection - Mailing a check or faxing a credit card authorization form adds one more step to the registration process, not to mention your event management process.   Avoid frustration and save your registrants time by securely collecting payments online.  Permit registrants to input check numbers or purchase orders.  Most online registration systems are integrated with one or several of the e-commerce gateways such as Cybersouce, PayPal Express and Touchnet.   However, you should make sure any online registration company you are working with is PCI compliant. 

Online event registration increases efficiency for both the registrant and the event coordinator.  With online event management software, the options are limitless: create dynamic multi-track, multi-session conference registrations; allow attendees to modify their own registrations online; upload key documents such as an exhibitor prospectus; customize pages to match the look and feel of your branding and much more. 

To read more about registration forms and online registration services, please visit our website.

Starwood's 30th W Hotel has officially opened with the revealing of the W Hotel Fort Lauderdale.  Designed to look like a sailboat, the 23-story, 517-room property is the perfect complement to the oceanside city.   The modern interior is the work of Clodagh Design and features a mixture of elements inspired by the sea including stones, water, glowing light, and natural woods. 

This boutique hotel offers more than 5,500 square feet of outdoor event space and 12,400 square feet of indoor meeting space.  The indoor space is comprised of several studios which all offer panoramic views of the ocean and beaches below.  All of the rooms are fully equipped with state-of-the-art technology. 

Several innovative activities are offered to help planners break up the monotony of all day conferences. The W's Wish Workshops™ give guests the opportunity to discover their hidden talents and explore those things they always "wished" they knew more about such as yoga or cooking.  The Sensory® Set Up is designed to help stimulate creativity during brainstorming sessions calling upon all five senses with mood music, aromatherapy, creative menus and thought-provoking games.   The W Hotel has even gone the extra mile to provide a program called Recess(SM) through which they will arrange off-site excursions such as tickets to a Seminoles game or yachting. 

For more information on all of the exciting things the W Hotel Fort Lauderdale has to offer, visit W Fort Lauderdale.

Every planner knows you are only as good as your last event.  Reputation is everything and distinguishing yourself from the competition is the key to success. 

So, how can you continue to generate cutting edge event designs event after event?

1. Pay attention to what is in your own backyard.  Some of the best inspiration can be found at places you regularly visit.  Do you love the way the sushi place downtown delivers your plate on a conveyor belt?  Have you always thought it was really cool that the Italian restaurant has live basil and other spices on the table for patrons to use to season their food?  Is your favorite part about your neighborhood park that they have cut all of the shrubs into animal shapes?

Think about how you can incorporate these things into your next event design.  Could you deliver all of your hors d’oeuvres on a series of conveyor belts during your next cocktail reception?  Could live herbs and spices serve a dual function at your event for the Green Meetings Industry Council - condiments and centerpieces?  Would it be possible to create mini animal shrubs to use a center pieces for next month’s Zoo benefit?  

2. Look for ideas in places beyond the traditional hospitality industry resources. Read magazines such as Better Homes & Gardens, Southern Living and Interior Design.  Visit web sites like marthastewart.com, rachelray.com and hgtv.com.

Not only do these resources offer great ideas, but often cost saving ideas.   Learn how to make paper lantern vases for a garden party, all-purpose spice rub for a cooking class favor, origami gift bags for an Asian-inspired affair and more - all with supplies found in your local arts and craft store. 

3. Look for ways to make the ordinary extraordinary.  An event with dry ice may remind you of an old school Halloween party, but what if you used the dry ice to make frozen drinks for your guests?  Cut large blocks of dry ice.  Have guests choose their favorite soda flavor.  Pour the soda and a little rum into the dry ice.  Stir and the result is a fabulously unique slushy-like cocktail. 

Another candy bag favor may seem totally overdone, but what if you create a candy bar reminiscent of an Old Soda Fountain or General Store?  Use an assortment of types of candy, but use only one color such as red.  Provide each guest a Chinese carry-out box and let them create the candy favor of their choice.  I have a feeling this might turn into something to talk about.

When you think your creativity is running dry, you may be trying too hard to think of the perfect event design.  Take a step back and focus on the resources you have right in front of you.  Sometimes the next bubble-bursting idea is right under your nose.

It is no secret that event planning jobs are hard to come by these days, but believe it or not, this does not mean you reserve no right to be a little picky.  According to an article written by Jim Houran & Whitney Harper, "employer-employee compatibility must be a two-way street" and before signing your name on the dotted line, it is imperative to ask yourself one critical question: Is this company really a fit for me? 

While returning to the workforce may solve some of your immediate problems, selecting the wrong company to work for can create many problems of its own.  How will a new job feel if you morally disagree with the way you are asked to conduct business on a daily basis, your values are entirely different from that of your company, or you find there is no opportunity for professional or personal development? I imagine you will find yourself more miserable than you were back in your job hunting days.  

So, how do you find the perfect company to work for in the event planning industry?  Jim Houran & Whitney Harper suggest you ask four questions of your potential employer to gain insight into the company's culture, management style and daily operations. 

1. How does this organization listen to employee feedback? 

2. How does your employee performance evaluation process work? 

3. What opportunities are there for development? 

4. How does this organization reward talent? 

After three incredible years as an event planner for Cvent, I appreciate the value of asking these questions.  While I did not ask these exact questions during my interview process, I did ask similar questions which have resulted in a job I love and the opportunity to work for a company that was just voted one of Washington's Best Places to Work.  

For more information on how these four questions can help you select the ideal company to work for, read the full article.

It's 2009 and I hate to be the one to tell you this, but it's time to hand over that stack of papers and surrender to the way of the future - technology. Paper is totally out and anything and everything online is totally in, including online registration forms.

Here's what you need to know to join the cool kids again:

1. Online registration forms can help you reduce cost by as much as 45%. 
Managing your registration process online eliminates printing and postage costs, as well as allows staff to maximize their productivity.  Register, modify, cancel and refund attendees with the click of button - no tedious paperwork or data entry needed. Even allow attendees to modify their registrations themselves.  Securely collect payments online, so you don't have to track down payments by check.  Clone previous event registration forms for easy reuse.

2. Web-based registration forms are eco-friendly.
Go green and save a few trees.  With online registration forms, there is no need to print hundreds of copies of a registration form.  Collect the registration information you regard to be critical and even upload important event documents such as brochures, event agendas, exhibitor lists, session descriptions and parking information to be downloaded by attendees upon completion of the registration process. 

3. Tracking and reporting on the registration process is easier and more efficient online.
Keeping track of event registrations when some come via fax, some are received by mail and some occur on-site can be an overwhelming task.  Online event registration forms can be accessed anytime and anywhere by any computer connected to the internet.  Over 70 standard presentation-ready reports are available in real-time including participant lists, payment balance due, wait lists and more.  An unlimited number of custom reports can also be created. 

4. Online registration forms will increase registration numbers by 21%.
It is no secret that in today's world we all feel stretched for time.  Filling out a paper registration form, completing a credit card authorization form, sending a fax or worse, going to the post office, is just a pain.  Invitees may have every intention of registering for the event, but before they know it, the deadline has passed or it is simply more effort than it is worth.  Online registration forms allow invitees to quickly and conveniently register from their computers.  Pre-populate key information such as name, title, and company for repeat registrants.

5. Web-based registration forms allow for maximum form customization.
There is only so much information that can fit onto a 8x11 sheet of paper.  However, dynamic, multi-track, multi-session registration forms can be built online.  The registration forms can even be customized to match the look and feel of your organization's branding with the usage of an HTML editor. 

I know it is hard to teach an old dog a new trick but if you are still using paper registration forms, I strongly encourage you to try managing your registration process online. The value goes well beyond the five benefits I have presented in this blog post. To learn more about conducting your registration online, sign up for a best practices webinar focusing on online event registration.

A few months after its grand opening in March of 2009, Andel's Hotel Berlin is all the rage.  Amongst one of the four largest convention hotels in Berlin, the €80 million property offers 557 rooms, a 3,800 m² conference center, a 570 m² ballroom with 6-metre ceilings and a 14th floor lounge affording breathtaking views of the city. 

The attractive modern interior designed by British architects Jestico & Whiles features primarily black and white decor accented by splashes of stark reds, oranges and yellows.  All sleeping rooms include a bathtub and/or a separate shower, heated bathroom floors and an in-room safe with laptop charging capabilities.  Hotel Berlin also offers 21 sleeping rooms with parquet floors for individuals who may have allergies. The 550 m² Spa & Wellness Center provides guests an ideal place to wind down with a relaxing massage, steam bath or soak in a whirlpool. 

Located in the Eastern part of Berlin, the property provides guests with convenient access to the Velodrom concert and event facilities in addition to the Europasportpark's swimming and diving centre.  Both Berlin's commuter rail (S-Bahn) and tram offer stops directly in front of the hotel. 

Click here to check out pictures of the new property and read more detailed information.

Cinco de Mayo or the Fifth of May marks Mexico's defeat of the French at the Battle of Puebla on May 5, 1862.  However, it is also a great reason to indulge in a night out on the town accompanied by music, margaritas and mouth-watering Mexican cuisine.

Never ones to miss out on a good party, many restaurants, businesses and hotels thrive on commercialized holidays like Cinco de Mayo seizing the opportunity to entertain and promote their offerings.  So what special Cinco de Mayo events are taking place in your area? 

Chicago celebrates Cinco de Mayo at the Magnificent Mile Hotel offering guests the opportunity to participate in a grape crushing, to taste traditional Mexican cuisine and sip on white sangria. Tickets to the special event can be purchased for $10 at the door.  The event will take place from 4:30 pm to 7pm on May 5th.

Washington, DC joins in the Cinco de Mayo festivities at Alero, one of U Street's newest and most popular Mexican restaurants.  Alero is offering several drink specials including $3 house margaritas and Mexican beers.  Live Latin music will be available from 6 pm to 11 pm. 

Las Vegas celebrates Cinco de Mayo at the MGM Hotel's Diego restaurant.  Diego will be offering drink specials such as a Dos Equis with a tequila shot for $10, a bucket of beer for $20 and an assortment of appetizers specials.  All offers are available from 2pm until 10 pm. 

Atlanta celebrates Cinco de Mayo with the 2nd Annual Virginia Highlands Cinco de Mayo Block Party.  The event will feature authentic Mexican food, numerous beer and margarita bars, a smash the pinata contest and even a hot pepper eating contest.  Gates will open at 5pm with a $5 cover. Live music begins at 6pm and ends at 11pm.

Los Angeles celebrates Cinco de Mayo at El Puerto Escondido Restaurant.  Here, for a $25 donation, you will receive dinner and two drinks.  The party will take place from 6pm to midnight.  Music and give-a-ways are also part of the evening agenda. 

New York City celebrates Cinco de Mayo at Vinters.  Watch Chef Snow and Benson compete for the best guacamole and sangria recipes and enjoy refreshing sangria, great company and delicious food.  The event will take place from 5pm to 7pm and cost approximately $15 per person.

Regardless of your destination, there are likely some incredible deals to be taken advantage of so put on your green, white and red and go celebrate! Feliz Cinco de Mayo!

Only days away from the vote deciding the fate of the proposed 1,000-room Dallas Convention Center Hotel, more than 300 city leaders and business owners staged a political rally in support of the controversial addition to Dallas' hotel offerings. Supporters feel the addition of the property will boost business and bring much needed tax dollars to the city.

Dallas hoteliers are perhaps the biggest supporters of the proposed Dallas Convention Hotel and are looking forward to the growth in the number of meetings that will be hosted in Dallas as a result of the new property.  The owner of the Loft Hotel on Young Street can't wait for the new hotel to open: "We are all for it," he stated in an article published by the Dallas Morning News.  Andrian Norbury of the Rosewood Crescent Hotel echoed his sentiments saying, "We need this hotel really badly."

Anti-Convention Hotel Groups insist Dallas should be extremely concerned about how the new convention hotel will burden the taxpayers.  They feel strongly that city leaders should spend their time focusing on how to finance the $500 million development instead of staging rallies. 

The outcome of the controversy remains in the hands of the voters.  The official vote will take place on May 9th.  For more information on the current debate, visit the Dallas City Hall Blog.

That Atlanta area has grown exponentially in the last ten years and with this growth has come an array of new and refurbished corporate event venues.  Check out our top ten list to make sure you stay informed on what's new and hot for corporate events in Atlanta.

Best Corporate Event Venues in Atlanta

1. The Georgia Aquarium
Invite guests to come face-to-face with sea creatures from around the globe at the largest Aquarium in the world.  Recently named the meeting venue of the year by the Atlanta Chapter of Meeting Planners International, the Georgia Aquarium can accommodate corporate groups of 100 to 2,000. Catering provided by the acclaimed Wolfgang Puck is the perfect complement to this unique and unforgettable setting.

2. The World of Coca-Cola
Designated as a venue only available for corporate event rentals, the World of Coca-Cola is a vibrant, colorful and modern event space.  Entertain up to 200 guests in the museum's lobby, adorned with life-sized Coca-Cola Folk-art Bottles or host a more intimate seated dinner for 150 in the Tasting Room where guests can sample different Coca-Cola products from all over the world. Interested in outdoor space? The World of Coca-Cola also offers 160,000 square feet of flexible event space just outside the museum that can be tented for year-round use.

3. The Atlanta History Center
Immerse guests in the Old South at any number of the venues maintained by the Atlanta Historical Society.  Host a formal outdoor affair for up to 750 on the spectacular grounds of the Swan House, an Italian and English classical-styled mansion or host an informal barbeque amongst the rustic buildings and historic gardens of the 1860s Tullie Smith Farm.  McElreath Hall offers a more traditional and formal setting for up to 400 guests with crystal chandeliers and floor-to-ceiling windows overlooking the History Center's Asian-American Gardens.

4. 103 West
Managed by one of Atlanta's most established and well-known restaurant groups, the Buckhead Life Group, 103 West is one of Atlanta's most acclaimed private dining facilities.  This classic yet modern establishment is defined by contemporary decor that is paired with a neutral backdrop and accented with vibrant colors to create an inviting and striking corporate event setting.  The facility's Buckhead Ballroom can accommodate up to 250 for a seated dinner or as many as 300 for a reception when used in conjunction with other rooms.  For a more intimate gathering, 103 West offers the Club Room with seating for no more than 40 guests.

5. Atlanta Event Center at Opera
Built in the 1920's, this recently renovated corporate event site originally served as the home of the Atlanta Women's Club performance theatre.  Located in the heart of midtown near many of the city’s newest attractions, the Atlanta Event Center at Opera is ideal for cocktail receptions and product launches. The space features a private bar, stage, glamorous lounges in the form of Opera Boxes and comes fully outfitted with state-of-the-art sound and lighting equipment.  The Atlanta Event Center at Opera can accommodate as many as 450 for a reception.

6. The Piedmont Room at the Park Tavern
Overlooking Piedmont Park, the Piedmont Room at the Park Tavern affords some of the most spectacular views of the Midtown skyline in the entire city. Featuring an iron-gated entrance, 12-foot floor-to-ceiling windows and a beautiful wooden dance floor, this space is the epitome of elegance.  As the sun sets, the neutral colored room is washed with hues of gold and red creating a serene and warm ambience for guests. Gold chavari chairs, ivory linens and tea candles are included in the event rental. This 5,500-square-foot space can hold up to 200 guests. 

7.  The Atlanta Botanical Gardens
This blossoming Atlanta venue offers a variety of event spaces.  With a capacity of 300 for a seated dinner, the Day Hall features floor to ceiling windows, modern lighting, grand ceilings, earth tones and doors opening to an outdoor terrace. For smaller gatherings of no more than 90, the classical-style Mershon Hall can be rented providing guests access to the award-winning Parterre Garden which overflows with brightly colored flowers year round.  In the Fuqua Orchid Center, guests can take in the sweet aroma of blooming flowers from around the globe. Included in the rental of the Fuqua Orchid Center is the Robinson Gazebo, a roofed outdoor space overlooking the skyline of Atlanta.  The Atlanta Botanical Gardens also offers rentals of several of its smaller gardens. 

8.  Rhodes Hall
Rhodes Hall is one of the most recognized landmarks on Peachtree Street.  Dating back to 1904, the historic mansion is built out of Stone Mountain granite in the Romanesque Revival style.  Featuring a grand mahogany staircase, stained-glass windows, magnificent woodwork, and beautiful murals and wall paintings, Rhodes Hall is nothing short of exquisite. As the headquarters of the Georgia Trust for Historic Preservation, the facility has undergone significant renovations and is one of the best maintained historical sites in the city.   Rhodes Hall can accommodate up to 175 people for a cocktail-style reception on its first floor.  The outdoor lawn and porch may also be rented.

9.  The High Museum of Art
Showcasing remarkable art exhibits from around the world, the High Museum of Art is an ideal backdrop for corporate events of all sizes.  The High Museum of Art can accommodate groups of 50 to 1800.  Host a dinner dance under the fan-shaped glass ceiling of the Robinson Atrium, featuring an eye-catching ramp providing access to the museum's galleries.  Entertain up to 650 guests in the Grand Lobby designed by architect Renzo Piano overlooking the piazza and Midtown Atlanta.  The Grand Lobby is defined by eighteen-foot coffered ceilings and hardwood floors.  The Hill Auditorium is the perfect venue for a product launch or media event with capacity for 220 guests theater-style and built-in audio visual equipment. 

10. The Trolley Barn
Located in Inman Park amongst a neighborhood of elegant restored Victorian mansions, the Trolley Barn is a reminder of Atlanta's past.  First opened in 1889, the Trolley Barn originally served as a storage facility for the first electric street car in Atlanta.  During the middle of the 20th century, the barn as well as the surrounding area of Inman Park was forgotten.  Today, the Trolley Barn has been restored to its original glory and can accommodate up to 250 for a reception or 200 for a seated dinner.  Thirty-foot ceilings, mesquite wood floors, exposed wooden beams, and mini lights create a quaint and classic environment for an event.  A 40x60-foot brick patio is also available for use and may be tented upon request.

Want to learn more about these venues and other similiar corporate event facilities in Atlanta? Visit the Cvent Supplier Network and the Atlanta Destination Guide.

Regardless of the size and type of events your company hosts, you will inevitably find yourself in need of a caterer.  With thousands of companies to choose from and often limited knowledge of food, this can be a tremendous task. 

What steps can you take to ensure that you select a caterer that meets your event requirements and budget? 
 
1. Determine the purpose of your event.  After all, the company’s weekly sales meeting, executive board retreat, customer appreciation event and C-level prospect dinner have very different goals and require distinctive types of food and beverage.   Escargot and fine wine may go well with your prospective client cocktail reception, but they would seem like an odd choice for the company’s family picnic. 

2. Understand your audience.  Today, many people have religious or personal beliefs that dictate their dietary requirements.  Hosting an audience of Orthodox Jews, Muslims, vegetarians or vegans calls for very different types of food and even unique food preparation.  It is also important to pay close attention to the calendar as many groups have different dietary requirements on different days of the year.  For example, you would not want to serve meat to a group of Catholics on Friday during Lent.   There is nothing worse than realizing half of your event attendees are not eating because you failed to do your research.

3. Clearly define your budget and stick to your guns. Regardless of your event location, you should be able to find a caterer who can offer a wide range of options without breaking the bank. The best way to get the biggest bang for your buck is to provide the caterer with a detailed description of your event including its purpose, your budget, your audience and any must haves.   After outlining your expectations, leave the rest of the work up to the caterer.
 
Request proposals from several caterers and see which company is offering you the best quality and most creative food selection for your budget.  Don’t hesitate to openly compare one proposal to another, but out of courtesy you should not disclose the name of the competition.  Most astute caterers should have a good idea as to who their competition is. Try to make one proposal work for the other in order to negotiate upgrades such as an additional appetizer, dessert or signature drink selection without increasing your price.  Make the caterer earn your business.

4. Find a caterer who specializes in providing the services you need.  If you are hosting an around the world event and need to represent cuisines from ten countries, do not select a caterer that has traditionally only focused on Asian Foods. Caterers work with the same food suppliers on a regular basis and adding new items to their standard order to meet your menu requirements can increase their cost and simultaneously increase your price per person.  

Instead, consider selecting a full-service caterer like Main Event Caterers who can prepare food for a wide range of occasions from backyard BBQs to wedding celebrations or formal seated dinners.   Conversely, if you are hosting a themed event, look for a caterer to fill your niche.  For example, for a wine and cheese party, you may want to select a beverage caterer like Ace Beverage as you will likely get a better selection of wines at a lower price point.  

5. Never underestimate the importance of a tasting.  Regardless of how well the food has been described in your proposal, the real test is how the food is presented and more importantly how it tastes in person.    Before confirming a caterer for your event, select your top two choices and schedule a tasting.  Tastings eliminate surprises and can even be very educational. If you were oblivious to what spanakopita was when you saw it on your proposal, you will soon learn that this fancy term actually just refers to a phyllo pastry filled with spinach and feta cheese. 

Do not be afraid to ask for alternate options if you are not pleased with your selection or part of the food presentation.  Caterers are used to this sort of request and can probably provide you with a plethora of additional choices.  The more honest you are during the tasting, the more likely you will be able to confidently select your menu and caterer in the end. 

Selecting the right caterer can powerfully impact the success of an event.  Do not haphazardly approach this job.  Think through your event requirements, stick to your budget and follow-through on the process.  Remember, the ultimate goal is a happy and satisfied attendee!

Visit catering.cvent.com to search for and compare over 4,000 catering companies.