Many associations have a banquet at some point during the year. Whether it’s to honor members who earned plum assignments, install officers or just a way of celebrating our avocation, banquets are most enjoyable.
But if you’re the one who must plan the event, you might be less cheery about the prospect. Here are some tips that may help you plan and execute the festivities.
1. Pick the best time possible.
There is no such thing as a perfect time for a banquet. Someone will always grumble they can’t attend due to other commitments. Avoid days and times that are commonly reserved for civic, family, religious or other officiating events. Weekends may or may not be better than weeknights. You might want to poll your members; let the majority rule.
2. Think affordable.
Is the association picking up the tab? Be sure to stay within your means. If it’s a choice between roast chicken with drinks included vs. steak and a cash bar, the members may be in favor of a less fancy meal and free beverages. If you’re asking the members to pick up all or part of the tab, choose a location that is affordable for the majority.
3. Get the word out.
What if you held a banquet and nobody showed up? Why bother, right? Give your members plenty of notice so they can reserve the date. That is especially important if your event is catered and you are paying based on how much food is cooked vs. how many guests partake.
4. Find out who’s coming.
It isn’t unreasonable to ask members to RSVP — acceptances and regrets. The size of the crowd may affect how much food and drink to have on hand.
5. Get a guest speaker.
Banquets are more casual than training meetings, so getting a pro or high-level college official to tell war stories adds to enjoyment of the event. If the speaker commands a fee, be sure you can afford it. Be sure the speaker knows the type of people who will be in the crowd. He or she should save the more — shall we say — colorful stories for another time if those tales would offend some of your guests.
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