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Chapter 13

Chapter 13. Accessory Services and Special Requirements. Accessory Services. Accessory Services are those additional Services that contribute to the overall success of the event Music and Entertainment Flowers, Ballons , Décor Photography and Videography Lighting & Audiovisual Effects

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Chapter 13

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  1. Chapter 13 Accessory Services and Special Requirements

  2. Accessory Services • Accessory Services are those additional Services that contribute to the overall success of the event • Music and Entertainment • Flowers, Ballons, Décor • Photography and Videography • Lighting & Audiovisual Effects • Ground Transportation • Valet Parking • Fireworks, Lasers, Doves, etc

  3. Client Needs • The client (especially those from out of town) rely on the caterer to refer quality operations. • Some caterers charge nothing – typically giving a list of quality operators and the client chooses • Receive a small commission or referral fee • Hire the accessory provider and mark up the service in the billing

  4. Music • 3 Types • Background Music • Dancing • Music for listening (i.e. entertainer) • Make sure the music fits the event • Hear the group or DJ in advance • Music should appeal to the entire group – not just the client • Have written Contracts

  5. Music Contracts • Should Include • Price • Event Start and End Times • Band “ Show Time” and “End Time” • Setup or “Call” Time • Scheduled breaks and foods • Type of party • Dress Code • Type of music to be played • Overtime Charges • Instruments • Non performance and cancellations • Music during breaks

  6. Major Entertainers • Always have a back up plan • Consider cancellation insurance • Review the “rider” – special “needs” of the entertainers – dressing rooms, foods, etc. • Choose a corporate entertainment agent for major acts

  7. Flowers and Decor • Have reliable Florist to advise you • Centerpieces should be 14” or lower – or elevated • If budgets are important – spend the most in high impact areas such as entrances, reuse flowers from ceremonies at buffets… • Have a plan to give away flowers at the end of the event (if not in specialized containers) • Have a contract

  8. Photographers & Videographers • Check the work using websites and referrals • Look at complete Albums • Select a particular photographer rather than a studio • How photographs are charged – (ownership) • Delivery of proof and finals • Have a contract

  9. Other Services • Lighting – • Should be subtle and not obvious • Have plenty of power (don’t forget what you need, too! • Use dimmers if possible • Audiovisual – • Ground Transportation & Limos • Valet Parking – • Lasers, fireworks, doves, etc. -

  10. Next Week • Off Premise Catering – Finish Chapter 13 Then….. The Final Chapter • Budgeting, Accounting and Financial Management • Chapter 11 & 13 Quiz

  11. Themes and Theme Parties • The Theme is the “umbrella” that covers the event • Each part must contribute to the whole • Invitations • Transportation • Décor and Atmosphere • Food and Beverage • Music and Entertainment • The “script” for the event – toasts – awards, etc

  12. Theme Ideas • Come from any where • Can use – • Popular Books • Historic periods • Geographic Areas • Heritage Events • Television Shows • Etc, etc, etc Make sure the theme fits the client’s purpose

  13. Ups and Downs • Planning theme parties can be very enjoyable – • BUT – • Can be very time intensive – • Venues • Research • Costs of costumes, entertainment, etc • Need to be aware of extra time and effort – price accordingly

  14. Kosher Catering • Kosher is a term that applies to all foods that observant Jews eat in accordance with dietary laws • Kosher animals must have split hooves and chew cud • Fish must have scales • Must be slaughtered in a specific ritualized manner • Koshered by being soaked and salted • Meat and dairy may not be mixed • Kosher foods must be cooked and served apart from non kosher foods • Dietary Laws may change during Passover

  15. Halal • Halal catering is for those of the Muslim faith • Share many of the same attributes – • While Islam law considers meat of rabbit, wild hens, shellfish, duck and goose as halal, it is not considered fit to eat according to kosher laws. • Muslims look out for source of enzymes before having them. If it comes from a non-Halal animal, it is prohibited for a Muslim. But kosher has no difference as per enzymes are considered. The Jews consider all Enzymes, even from non-Kosher animals, as Kosher. • According to halal law, all intoxicating alcohols, wines, liquors and drugs are prohibited. Where as kosher law allows all wines. • While in kosher foods, dairy and meat cannot be mixed and it is entirely prohibited, Halal permits the mixing of the two.

  16. Weddings • There are as many variations of weddings as there are Brides • Work closely with the bride (or her Mother!) to determine the flows of wedding and reception • Be prepared for problems • Understand that the bride (and her Mother) may be extremely stressed – respond to their stress with calm confidence

  17. Wedding Planner • If working with a wedding planner- • Make sure duties are clearly defined • Make sure that compensation is clear • Many Wedding planners expect “commissions” • Should divulge this to the couple • Is technically liable if the caterer does not perform

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