A Meeting Planner’s Guide to Catered Events Chapter Eight Deep-Market Events

 Elaborate Theme Parties  Elaborate Themed Refreshment Breaks  Elaborate Outdoor Parties

 Typical extravagant events would be awards banquets, incentive events, building openings, and some elaborate fundraising events.  A customized, creative theme party comes with a hefty price tag.

Elaborate Theme Parties Include:  A great deal of creativity  High-end food, beverage, and service  Entertainment  Spectacular décor  Activities

Event Elements for the Deep Market Include:  Fun  Flavor  Excitement  Action  Color  Sound  Entertainment  Showmanship  Surprise

 Before you plan a function like this, it is necessary to know the reason for the event and who will be attending.  The demographics (age, income, ethnicity, etc.) will influence what would be appropriate.

 "A special event recognizes a unique moment in time with ceremony and ritual to satisfy specific needs.”  Dr. Joe Goldblatt

 Whenever possible, create something out of the ordinary for each event.  The key is to involve and excite.

Lights Are Magic!  Lights attract and dazzle the eye.  Lights are “eye-candy.” 

Moving Décor  People who are wearing authentic costumes.  They can be servers and bartenders in costume and/or lookalike actors hired to roam around and entertain.  They are part of the décor and add life to the theme.

Soundscapes  Decorating with sound.  Sound can envelop and create a mood.  Commercially prepared tapes are available with the sounds of foghorns, rainstorms, ocean waves, seagulls, tropical birds, clopping horses, and a variety of other background elements.  Music playing in a room upon entry reinforces the theme.

Musical Entertainment  Music can also set the mood.  Appropriate music can enhance receptions and meals.  A harpist is ideal for dinner background.  A band can play at a reception or a dinner.  Soothing background music is best for a receiving line, opening reception, or meal where people want to talk.  Later, the band can become livelier.  Meeting planners should discuss music options with the caterer. .

Types of Music Available for Ceremonies and Receptions include:  Classical ensembles  Chamber music  Harpists  Strolling strings  Herald trumpets  Jazz combos  Vocalists  Ethnic bands  Big bands  Dance orchestras  Top 40 bands  Country and western bands  Disc jockeys  Pianists  Classic rock bands  Bluegrass groups  Guitarists  Dixieland bands  Mariachi bands  Bagpipers

Elaborate Themed Refreshment Breaks  The traditional coffee break, including Danish or doughnuts, is often expected or required.  However, the same items presented over and over again can become boring.  The purpose of the break is to provide refreshment between periods of work to improve concentration. 

Elaborate Outdoor Parties  Instead of holding an upscale function indoors, consider scheduling it on a patio, balcony, by a swimming pool, or any other part of the property.  Perhaps the hotel has a golf course that can hold your special gala.  Or ask the on-premise caterer to cater out.