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Learning: Place Cards

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Photograph Credit: Flickr (Luigi Crespo)

Over the weekend, our family attended a large appreciation dinner. The hostess coordinated this event with over 800 individuals in attendance. Though the banquet was large in size, the hostess’ staff paid attention to the small details.

Having guests greeted at the door and informed of their seating arrangement kept the lobby from getting crowded and allowed easy access to the banquet room. After finding our table assignment, the place cards indicated our seat placement. These little details kept confusion at bay and allowed for a wonderful evening with friends.

When Paul and I were first married, we entertained a little. I remember making place cards for our table that sat 4 people. By spending a little extra time to print them off, I dressed up our table. Our events were not formal, but the place cards added a personal touch for our guests.

Fast forward to today where I am doing great to have the dinner ready on time. If I have help, then place cards get done. Like when my son wrote place cards for a dinner with friends. (My son enjoys writing and helping, so this project was perfect for him.) When dinner was served, each person quickly found his seat by following the place cards, and I enjoyed a break from telling everyone where to sit.

After attending the event last weekend and taking notice of the details, I will be adding place cards to our table when hosting an event with a meal. I really like the personal touch and being able to use my time wisely to serve the meal rather than directing guests to their seats.

Question: Do you prepare place cards for events that include a meal?

Consider your Guest of Honor

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Photograph Credit: Flickr (Tracy Hunter)

When planning an event, the host works to organize, prepare, and execute a great outing. Having coordinated and planned many events, I find systems that work for me and usually try to repeat the successes and adjust the failures.

Though I have general guidelines for baby showers, birthday parties, and dinners with friends, I continue to discover and adjust with each event. I have learned that the best way to have a successful event is by working with the guest of honor.

For a dinner with friends, my friends would be the guests. I would plan a menu around their likes, allergies, and preferences. For a baby shower, the guest would be the mom-to-be. I would want to consult her before planning a Huggies diaper shower because she may opt for cloth diapers.

In preparing for a 4-year-old summer birthday party, I invited my daughter, the guest of honor, to go shopping with me for party supplies. Besides being elated to gather Strawberry Shortcake items, she got one-on-one time with Mommy. By having the guest of honor at the store to choose items for the party favors and decorations, I was able to discern what she likes about Strawberry Shortcake. Now as I plan the format and games for her party, I have a better understanding of what she likes and what games she wants to play.

As you plan your next event, consider your guest of honor. I understand that your style may not be the same or your preferences, but your event will be for your guest of honor. The better you understand your guest of honor and incorporate his or her interests into your event, the better your event will be.

I know it can be difficult, but use your time wisely and do your best. Be willing to step out of your comfort zone as you plan, organize, and execute a great event for your guest of honor. You will be so glad you did!

Science Fair: Learning from Adjustment

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Photograph Credit: Flickr (Oakley Originals)

Are you familiar with a Science Fair? This is an event where contestants bring science projects to be viewed and judged for prizes.  The setup for a Science Fair requires space for viewing and stability to protect the projects.

When the science teacher asked for help with setup, my girls and I arrived to help. After spending some time planning, we began moving round tables into the designated places. Then a Board member arrived to help, and he informed the science teacher of an event scheduled in the same building that evening. We then had to stop. The science teacher worked through the inconvenience and adjusted her plan.

We then helped her to execute that new plan. The final product was not what the teacher envisioned for the Science Fair, but the setup accomplished both goals: room for viewing and solid surfaces to protect the projects.

WHAT I LEARNED:

  • When organizing any event, know who will be using the space of your event between setup and the event.
  • Keep your cool when a bump in the process arises (i.e. a scheduled meeting in your space).
  • Adjust your plan, and keep your focus on accomplishing your basic goals.
  • Help the coordinator by staying calm and being willing to redo the setup.

The next day, the girls and I attended the Science Fair. The event progressed very smoothly. All the projects were well-displayed, and there was plenty of room to move around the exhibits without disturbing the projects.

As you assist or attend an event, do you take note of good organization? I am always looking to improve my organization. When I run an event that is well-organized, I know I have spent my time wisely as I enjoy the activities with my guests.

My Beverage Service Mistake

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This morning I had the privilege of helping with a luncheon. For the setup, the coordinator had assigned tasks to each helper. As we each fulfilled our designated responsibilities, I noticed how well everyone worked together. No one was standing around waiting to help. When one helper finished her task, she found someone who was still working and helped complete that responsibility.

One of my tasks was filling up the beverage containers. I understood that each table would get a water pitcher and an iced tea pitcher. I also understood that a cart with 9 pitchers was in the kitchen next to the ice machine. However, I did not remember that there were only 4 tables. So, I filled each of the containers with iced tea. Yeah, I did not realize the error until I began placing the tea on the tables and heard another helper ask where the water pitchers were. I then froze. I had filled too many pitchers, so there were none left for the water.

Another kind helper came to my rescue. She finished her task and came to assist me. We poured the tea from the 4 “extra” pitchers into containers. We then filled the empty containers with ice water. We had the tables set and ready to go before the event, but I learned these lessons:

  1. Check the number of tables when asked to put something on them.
  2. Don’t be afraid to admit you were wrong.
  3. Be willing to offer a solution and be part of it.
  4. Accept help when it is offered.
  5. Laugh about it, and remember to count next time.

By learning these lessons, I hope to be a better helper in the future. Event planning coordinators need lots of assistance. I am willing to help, but I do make mistakes. Thankfully, my mistake did not cause damage or loss of property. However, I did lose time because I had to correct my mistake. As I learn, I hope to save time by paying attention and planning before I act.