Party Tips

Colin's Catering Tips

Food

Food is like theater, and what happens in the first five minutes will set the tone for the rest of the evening. As important as what's being served, is how it looks - we dine with our eyes first. Color and presentation are key, and details such as the plate it’s served on and the garnish used to decorate the plate, shouldn't be ignored. Texture and temperature also need to be considered. Hot food should be served hot and cold food served cold. Plan the menu accordingly and be sure to balance the capabilities of the chef with the facilities available. It's better to serve a delicious chicken with potatoes that are crispy than a complicated entree that may taste fantastic for a party of 10, but won't translate for a hundred guests or make it to the table as the chef hoped.

Music

Music helps control the energy. Soft background music during cocktails and dinner, dance music for the party, and lounge music for late night and after party. The volume level is just as important as the song that's playing. While dining, adjust the volume so no one has to scream over the music in order to be heard. When it's time to dance, crank it up and get the party started. Be certain you review the play list with the band or DJ, and have a plan for band breaks with CDs and piped music. A well-thought out music plan that specifies what you want playing, and when, will ensure you're not listening to Pink Cadillac when the first course is being served or dancing to a moonlight serenade when it’s time to hit the dance floor and rev it up.

Lighting

So often money is spent on a lavish centerpiece, gorgeous linens and china, wonderful props around the room, and decor fit for royalty, but unless lit properly, it may likely go unnoticed. If you have a set budget for decorations, be sure to allocate 20 percent to lighting. Pin spot the table arrangements, use ambient lighting to highlight what you want your guests to see, and don't light what you want hidden. Use warm colors like yellows ambers, and golds on people; even purples and lavenders compliment skin tones. Foods should be highlighted with naturally diffused soft white light, and for a dramatic party splash, the room with reds. Greens, aqua, and teals are gorgeous on landscaping, but not people.

Timing. Timing. Timing.

Timing is one of the most important components to a successful event, and one most often overlooked. The quality of time spent is more important that the quantity of time, and guests should never look at their watches wondering what's next. A party needs rhythm and flow to take guests on a journey with a carefully thought out beginning, middle, and end. The energy needs to be controlled so guests don't peak too soon and tire before it’s over. Control what alcohol is served and when. Cocktail hour should last no more than 45 minutes; dinner needs to be served and cleared without delay, and the party needs to begin just as the meal is being cleared and your guests are ready for the next thing to happen. Always end on a high with the dance floor packed and your guests wanting more.

5,4,3,2,1. Go!

Producing an event is like live television, with only one take to get it right. It's a juggling act that I equate to spinning plates, not just service for one or two, but service for 24. You need to ensure food is served on time, the lighting is right - not too bright nor too dark, and that the music playing creates just the right energy.

Design

I personally love modern aesthetics but don't have a signature look when designing for my clients. I take inspiration directly from them; their likes and dislikes, their favorite foods, colors, flowers. Even where they love to vacation and what they like to do when just relaxing at home with one another. Of course I always consider the season, the location, the time of the party, and number of guests too. I try to appeal to all five senses and create the ENTIRE experience from beginning to end; weaving a thread of style from invitation all the way through the celebration including decor, food, and entertainment.

The Schedule of Events

A party is really the sum of hundreds of moving parts. A well-thought out schedule of events will help manage everything that's happening. A minute-by-minute timeline that commences the moment guests are expected to arrive until the last one departs should be given to all vendors to ensure everyone is on the "same page".

Service

A proper service plan will help ensure the highest possible level of service. Careful consideration needs to be given to not only the number of waiters and attendants, but also their roles and responsibilities. Is food to be plated in the kitchen and everyone at the table to be served in a synchronized manner, or is French service a better option? Designate floor captains to oversee and direct; waiters need to have clear responsibilities with some handling, food service, and clearing while others responsible for red and white wine service, and even others for water. Make sure each knows what's expected of them at all times.

Cocktails

Rather than offer the typical red, white, and Champagne, consider creating a signature cocktail. Who can possibly resist a tray of Peach Bellinis at breakfast, Mint Juleps at lunch, Whiskey Sours during cocktail hour, and caffeine-induced Chocolate Shooters for the dance party?

The Debrief

After each event, have your team and all the vendors they've worked with prepare a short one-page brief addressing what they felt worked and didn't work, everything that went well with the event, and anything that needed improvement. Have them make suggestions so that your next event is better than the last one. The people you work with are your eyes and ears, so listen to their suggestions. There's always room for improvement.

Proposals. Billing. Negotiations.

No one wants to be nickeled and dimed. And on the other hand, by the time everything is added up, it's easy to understand how a client can feel overwhelmed by all the costs. Don't waste your time budgeting caviar and Champagne, limos, and private transport if it's clearly not realistic to your client’s budget. Listen to your clients closely, and guide them professionally to ensure that what they're dreaming of fits within their budget. When it comes time to reduce costs or allocate where money is being spent or needs to be spent, remember - it's better to do 5 things well than 10 on the “skinny”.