Planning for a Successful Event

Throughout its quarter century of performing the Commodores Big Band has had the pleasure of working with a wonderful variety of people and organizations at all sorts of events We'd like to share with you some of what we have learned to help you get started on your way to organizing a function you and your guests will truly enjoy and long remember!

Special thanks to Bruce Ham for compiling these 'planning' pages!

1. ADVANCE PLANNING - Start your planning 6 months to a year in advance to ensure your event's success and your own peace of mind!
2. CREATE A BUDGET - This is one of the first steps as you will need to know what your limitations are. Budget for items such as - hall rental, entertainment, catering/bar, decorating, party favors, ticket/poster printing, advertising, misc. rentals/expenses. Will you be selling tickets? What will the ticket price be (individual, couple, large group pricing, etc.) and how many tickets do you expect to sell? Be realistic!
3. CHOOSE A THEME - A theme gives your event a focus and adds to the excitement. Some ideas are - black & white ball, costume, 50's, disco, cruise ship casino, roast, etc.
4. SELECT A DATE - Keep in mind that with anniversaries and& reunions, you will need lots of time to track down all of the people you want to invite.
5. BOOK THE HALL - See the following section for more on booking your hall. Do this as early as possible! The more popular locations and dates (ie - New Years, Valentines Day) are booked a year in advance. Pick a hall that allows all the guests to mingle, interact & get involved. Select a location that reflects the theme of your event.
6. BOOK THE ENTERTAINMENT - See the following section on hiring a band. Again, act early as the more popular entertainers are booked 6 to 18 months in advance.
7. BOOK THE CATERER/BAR SERVICE - Some caterers also provide decorations for themed events. Check with local liquor "reps" or brewers for help and/or sponsorship.
8. ADVERTISE - If your event is open to the general public, plan your advertising and ticket sales. In most cases, the majority of your ticket sales will come in the last 2 weeks prior to the event, but people do need to know of the event well ahead of time to put it on their social calendar.
9. DECORATIONS - Do you require special decorations, tables, chairs? There are many party supply companies that can help. Make sure that if you require unique or special decorations they are ordered well in advance.
10. GUEST ACCOMMODATIONS - For large events check hotels for group rates. Also due to today's emphasis on drinking & driving, a shuttle service may be arranged between the hotel & the hall.
11. DESIGNATE A MASTER OF CEREMONIES - Arrange for an MC for your event. A good MC can eliminate dead time, keeping your guests entertained and involved. This is specially important during the "band breaks". There is nothing that can spoil the mood of a party as to have 'random' guests taking charge of the mike!
12. SCHEDULE OF EVENTS - Map out the event's schedule.Successful event planning will ensure that the guests feel that they are involved with the action. Keep the momentum of the evening going. Give careful thought to the timing and flow of program elements. 5 minutes of "dead time" can seem like an hour for your guests!

• Plan mixers, games, contests, draws, prizes, slide shows, movies, video presentations, etc.
• Ask yourself about the type of meal to be served (sit down vs. buffet). How do you get the food to the guests in the quickest time possible? The number of guests invited effects the planning.
• What is the shape of the room? Do the guests have to move from one area to another? Where is the bar located? This can be a gathering location for guests so try to keep it in the event area so guests don't have to leave the main room.
• For weddings, keep in mind the various events of the day (bouquet toss, garter toss, cake cutting, first dance, toasts, etc.). A head table for the bride and groom and wedding party will also help to provide a focal point for the festivities.

• Keep accurate and comprehensive records of your event. They are not only valuable in planning & preparation but also will provide a valuable guide in organizing future events (you will not have to reinvent the wheel).
• Get written receipts of all of your transactions. This will be proof of your order and down-payment, if any. Keep all receipts, confirmation letters, etc., together in the same place so that nothing will be lost or misplaced.
• Carefully read all contracts before signing them. Make sure you understand all the fees mentioned.
• Make a master list of phone numbers of the people and businesses involved in your event.

In the course of your planning you may be asked to provide various deposits. These deposits confirm a gesture of good-will between the vendor and the client. They may also be used to purchase product or cover labor and time involved in preparing for an event. Should you cancel your event, do not expect your deposits back. Some provincial laws state that a deposit given to secure a time, service, or product is not refundable. A deposit would only be returned is when the vendor is unableto deliver as promised; the terms of refund may be defined in the contract and limited to certain circumstances.

Have you ever been to a dance in a hot stuffy hall on a hot summer evening, with dirty washrooms or no parking or too many people for the size of the room? No? Your hosts must have checked this list. Read on...

General Considerations

• What is the rental fee? What exactly does it include?
• Are there any restrictions on when the site is available? Any price discounts for certain time periods, days of the week?
• Are there any additional charges for required services (i.e. music licensing, security guards, parking attendants, doormen, lawn workers, etc.)?
• Is a security deposit required? How much is it? When can I expect a refund?
• For how many hours does the rental fee reserve the space? Are there charges for overtime? When do they begin?
• Is written confirmation available that will outline all the details, including the room assignment?
• What is the name of the banquet manager? Will he or she be on hand that day? If not, who will be in charge?
• What is the maximum attendance the room or area can handle - for a seated dinner, buffet, or hors d'oeuvre reception?
• Is the site to be shared with another group? How are the facilities divided? How is privacy ensured?
• What is required in regard to clean-up?
• Are there regulations on decorations, flowers, photography?
• What are the colours of the facility?
• Is a floor plan available for sketching the layout?

Catering and Bar Considerations

• Are there enclosed, adequate kitchen facility? (Caterers may add surcharges for appliances - a stove, refrigerator, etc.)
• Does the hall have an in-house caterer or preferred list of caterers? Can I bring in the caterer of my choice?
• What are your liquor requirements?
• What electrical power is available for serving tables, coffee urns etc.
• Are tables provided? What kind - round, oblong, and how many to a table? Chairs?
• Are table covers/skirts available? Colours available?

Entertainment Considerations

• Is there a dance floor? Is dancing allowed? Where? How big?
• If a "portable" dance floor is provided, is there an additional charge?
• Are armless chairs available?
• Are there a piano other musical instruments on the premises? Is there any charge for use?
• What electrical power is available for the band?
• Can we review staging, lighting, audio and video needs?
• Are there any regulations concerning the type of music, number of musicians, duration of the music, volume levels?
• Is there a microphone? PA system? Playback equipment for CD's or tapes?
• Are rooms available for instrument case storage and/or musician warm-up?

Guest Considerations

• Does the hall have lliability insurance in the event a guest is injured, or do I need to provide liability insurance? Cost?
• Is there adequate parking for my guests? Will they be charged? Can these charges be waived?
• Is the hall adequately air conditioned or heated?
• Are facilities provided for coat checking?

Hiring a Band

Naturally, the Commodores have a vested interest in making sure you hire the best band available (that would be us). But we know there are time (sigh) when a small band or a particular type of music is necessary. These steps will help ensure your guests enjoy the music and dancing as much as the company and food and everything else you've planned so hard for.

Selecting a Band

There is nothing more exciting than a "live" musical performance... "Live music is best!" Add a touch of class to your event by hiring a band. A live band will bring personality to your event as the musicians interact with the audience. With live entertainment anyone entering the room is immediately drawn to the stage. Be very wise in budgeting for your band and allow enough to get the best.

Most of the better bands are booked as 6 to 18 months in advance. If you want to have your pick from the best entertainment, you must book well in advance. Unless a great band has a sudden cancellation, the choices within three months of your event are likely going to be very limited. Book the band as soon as you have secured a location or, even better, book the entertainment you want and find a location to match.

Obviously the type of music you want will guide your selection of bands. For example, don't book a 4 piece rock band and expect to hear swing music from the 20's & 30's. If you're interested in hearing a particular type of music ...PLEASE... know some names of some artists and/or some of the particular songs that you'd like to hear! Make sure that you are confident that the band can meet your needs. Know the style and variety of music they play. The band may play your favorite kind of music, but will it also entertain your guests?

Some questions to help in selecting your band -

1. Is the band made up of dedicated, experienced professionals?
2. Does this band perform together as a group regularly, or is it a "pick up" band. A pick up band is where the leader books the event then hires a group of musicians to perform. In this case, the individual musicians may be excellent but may not play together as well as an established rehearsed band.
3. Will they tailor their performance to fit the musical tastes of your guests? Can the group play a variety of music? What about requests?
4. How is their reputation, and will they supply references?
5. What is the bands' uniform (formal, semi-formal or casual)?
6. Is there a demo tape/CD/video available?
7. Will the band leader act as master of ceremonies if requested to?
8. What are their setup time and requirements? When can the band arrive for set up? If you are planning a dinner/dance, you don't want a band setting up during desert!
9. Is a repertoire (song list) list available that you can choose from?
10. Is a contract guaranteeing the services provided?
11. Does the band have favorite caterers, entertainers, dance instructors, etc. they work with?
12. Breaks — how many, how long, what happens during them?
13. Do you need to supply any equipment for the band such as chairs, stage risers, lighting? If the band has a sound system, do you have access to it if needed?
14. Make sure you are aware of deposit requirements and final payment details (usually done 3/4 of the way through the evening).
15. Can you attend a performance or rehearsal to hear the band? Many times, bands perform at private functions but can make arrangements for potential clients to "drop in" for 30 to 60 minutes.
16. Will band provide dinner or cocktail hour background music?

The Contract / Performance Agreement

After the band has been selected, the first thing is to discuss your expectations, in detail, with the band leader. Include in your discussions such things as -

• special music requirements
• format of the event, length of sets & band breaks.
• food or a meal provided to the band
• complimentary drinks provided
• a warm-up area
• a storage area for instrument cases, coats etc.

After all the details have been ironed out, get it in writing! The performance agreement will outline the specific details of the event including the name of the performer, contact address and phone numbers, the date time and location of the event, set-up, arrival and closing times, performance attire, pricing terms, cancellation policy, space and power requirements, meals, etc. A good performance agreement from a reputable performer is what you are looking for.

Pricing and Budget

For most people, booking a band will be a new experience. Be very wise in budgeting for ther band and allow enough to get the best - the music will be one of the focal points of your event. Remember that you are hiring experienced and highly trained musicians, so expect to pay at a professional level. (Ask yourself, what did you pay the last time the plumber or electrician visited your home?)

For the most part, your contract will outline the details of the event itself. The fee you pay the band also reflects many "hidden" services such as provision of specially requested music, preparation time (client meetings, phone calls, site visits etc). Remember, you are not just paying for a the event outlined on the contract; the musicians spend many hours loading equipment and completing site set up and take down. On the average, a 4 hour dance is really 8 hours in time spent by a musician!

After doing your research of bands available and fees charged, you may find that a few bands have fees at an unusually low level. It is recommended that you eliminate those bands from your list! It may be tempting to hire a bargain-basement band, but that would be false economy. In general, you get what you pay for — and you want your guests to be entertained by a highly professional band.

In Closing

• Hire the best band available. Book well in advance of your event.
  Get a written contract.
  Call the performer every couple of months to make sure that you are on their mind.

On the Web:
www.commodoresbigband.com