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You are here: Home / Archives for Event Planning

Learning: Place Cards

July 19, 2011 by Tracy

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?

Filed Under: Event Planning, Learning Tagged With: place cards

Recognize your Limitations

July 12, 2011 by Tracy

After planning and hosting an event, I crash. The size of my crash is determined by how much energy I exerted to execute the plan. Since I pour 100% of myself into every task I undertake, I can quickly crash when the adrenaline ceases and the party or event is complete.

Having help with cleanup is not only a blessing, but a necessity for me. Thankfully, my husband Paul helps out. He can usually be found washing dishes after a Dinner with Friends event or sweeping the floor of the gym after a Sunday School Pizza Party and Gym Night.

Knowing that I need time to rest and re-energize after an event, I accept help that is offered. My children have learned that Mommy needs help, and they are willing to assist when asked to do so. On one such occasion, some friends came over to our house for a play date. All the kids played and had a great time. The older kids played down the hallway while the younger ones stayed in the living room playing with the kitchen and younger toys. During the play date, one of our infant guests enjoyed chewing on our plastic toys for the play kitchen. He was teething and forgot to keep the toys out of his mouth.

After our friends thanked us for a fun afternoon, they left. I needed a few minutes to unwind from the afternoon. My children had picked up a number of toys before I realized that I needed to clean all the kitchen items. Since my baby chews on the fruits and vegetables and silverware associated with our play kitchen and our friend had also put his mouth on them, I knew a good cleaning needed to be done. I was resting and came up with a great project for my two older children: wash the items and work together.

When I asked them to help with this project, they both were really excited. So, I prepared for their task:

  1. Gathered the supplies. One child retrieved the washing container while the other put all the kitchen items in the laundry basket. I then filled the container with warm soapy water.
  2. Prepared the floor. I setup their washing station with a towel on the hardwood floor.
  3. Gave specific instructions. Each child was to take a turn. On each turn, he or she was to pick one item, dip it in the soapy water, rub it clean, and place it on the towel.
  4. Demonstrated the process. As I explained the project, I washed the first item.
  5. Oversaw the progress. I allowed each of them to complete one turn.
  6. Allowed for execution. Once they each completed one turn correctly, I left them to work together.

When they finished this first part of the project – washing the items, I prepared for the finished product:

  1. Gathered the supplies. I rinsed out the container, refilled it with clean water, and gave them each a clean, dry dish towel.
  2. Prepared the table. Making sure they had plenty of room in which to work, I placed the water container in the middle and emptied the clean items from the towel into the water.
  3. Gave specific instructions. Each child was to choose an item, rinse it in the water, dry it with the towel, and place it away from the container of water.
  4. Demonstrated the process. I showed them how to rinse, dry, and place one.
  5. Oversaw the progress. After the demonstration, they each completed one item.
  6. Allowed for execution. I gave them space to complete the project.

When all items had been washed and dried, we all put the toys away. It was a win-win resolution at the end of an event. Besides practicing teamwork and sharing, my children giggled, laughed, splashed, and enjoyed working together. I was able to oversee the project without being directly involved, and we all enjoyed the afternoon.

Knowing my limitations and working through them has helped me to use my time wisely by preparing in advance to cope with the crash I experience at the end of an event. Do you experience a lack of energy after an event? If so, recognize your limitations and prepare in advance for clean-up help to give you time to re-energize.

Filed Under: Event Planning, Coordinating

Consider your Guest of Honor

July 5, 2011 by Tracy

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!

Filed Under: Event Planning, Learning Tagged With: learning

Summer Family Picnic

June 28, 2011 by Tracy

Photograph Credit: Flickr (Jeremy Noble)

Are your summer activities drawing you away from home during mealtime? Between sporting activities, outdoor concerts, zoo visits, and playground fun, our family can easily be away from home during a meal. To allow for these special events, I enjoy planning a summer family picnic.

My mom gave me a great picnic basket for my birthday a few years’ back. She added a liner, cloth napkins, napkin rings, plates, cups, and silverware. I have added paper plates, paper napkins, plastic bags, and sealable bags to help make clean up quick and easy. I keep my basket stocked and ready to be loaded into the car.

When the opportunity for a summer family picnic arises, I have my basket ready, and can concentrate on the food for my family. Though I sometimes make our picnic meals at home, I am not opposed to purchasing items to help use my time wisely. Here are some meal options I choose for these special occasions:

  1. Homemade chicken salad served on crescent rolls with chips and cantaloupe;
  2. Papa John’s pizza (using a coupon, of course);
  3. Publix turkey submarine sandwiches, chips, and fruit;
  4. Bucket of fried chicken, baked beans, chips, and fruit;

For me, getting the family together with all the gear and arriving on time keeps me more than busy. If I can place side items into our picnic basket and bring drinks, then purchasing the main dish helps me to use my time wisely. In addition to the options listed above, we also consider restaurants where kids’ meals are free, e.g. Firehouse Subs, Chick-Fil-A, etc.

I recently heard about Earth Fare’s, a local grocery store, Family Dinner Night that offers up to 6 free kids’ meals with the purchase of a $5 or more adult meal. This store has a reputation for offering very healthy meals. Though I have not visited the Thursday Family Dinner Nights, I definitely would consider this option.

By choosing a picnic dinner from these meal options, I am able to use my time wisely by focusing on arriving, parking, unloading, and enjoying my family. Having picnic menu options, either written down or thought through, keeps me organized and prepared for those quick plan changes.

What additional summer picnic menu options would you add to this list?

Filed Under: Event Planning, Coordinating Tagged With: summer, picnic

Cookout Meal Options

June 21, 2011 by Tracy

Photograph Credit: Flickr (D'Arcy Norman)

How are your summer events going? Are your cookouts successful? With our busy schedule, I have not yet entertained this summer. Our grill has gotten used a little to help keep the heat out of the kitchen.

Though I love a good hamburger and sometimes a hot dog, having them at every cookout gets to be too much for me. So, as I prepare for up-coming family gatherings, I am considering some other cookout options. Here is my current list of possibilities:

  1. Marinated grilled chicken, pasta salad, and corn on the cob
  2. London broil steak, baked potatoes, and green salad
  3. Shrimp, fettuccine alfredo, and vegetable tray
  4. BBQ chicken, potato salad, chips, and green beans
  5. Vegetable kabobs, cold cuts, and rolls

If your family enjoys seafood, then a fish fry theme, complete with hush puppies, could be another possibility. Since our family does not care for seafood, I will keep our possibilities fish-free. 🙂

By planning ahead, I can watch for sales on these items. Purchasing the ingredients on sale will save me money, energy, and time. If you have additional suggestions, please leave a comment.

Filed Under: Event Planning, Coordinating, Serving Tagged With: summer, cookout

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