To plan and organize the General Meeting and Awards Banquet (Saturday night)
and the Judges Banquet (Sunday night) for the Specialty Attendees. To plan
and organize any additional banquets as scheduled by the Specialty Committee.
Estimate the number of people who will be attending each of the banquets.
In recent years, the main banquets have been drawing upwards of 400+ people.
Select a site for each of the banquets. The first consideration should
be the site hotel, but if they are not equipped for the large attendance
or they cannot handle upsize or downsize in attendance, alternate sites
should be considered. Write a letter to each of the alternate sites to
request information concerning facilities, capacity, menu, availability
of dates, reception area, PA system, etc.
Work with the selected banquet site(s) to create a contract which covers:
banquet date, menu selection and price, table setup, availability of meeting
equipment, and banquet schedule.
Select the prices for each of the banquets and meal selections. Prices
should be defined to cover the cost of the meal, table favors, and banquet
Select and order table favors for each of the banquets. The standard for
the General Meeting and Awards Banquet is to have one of the table favors
be a coffee mug with the specialty logo and date imprinted on the mug.
Coordinate with planning booklet chairperson to create a banquet information
and sign up form for the planning booklet.
Coordinate with the BMDCA president and Awards chairperson to create a
schedule for the General Meeting and Awards Banquet (Saturday night).
Coordinate with the Judge's Chairperson to create a schedule for the Judge's
Banquet (Sunday night).
Obtain a final list of the number of people attending the banquet from
the specialty coordinator, once the planning booklet entries have closed.
Print tickets for each of the banquet nights and meal options. Coordinate
with the hospitality chairperson(s) to include the tickets in each of the
Arrange time at the hospitality suite to handle any last minute banquet
changes and ticket exchanges.
Organize a committee to assist in setting up each of the banquets, including
the meeting accessories and table favors. Make sure to reserve tables for
the BMDCA officers and judges at the respective banquets. Setup should
start at least two hours ahead of the banquet start time.
Coordinate with the treasurer to make sure all the banquet bills are paid
in a timely fashion.
Write a report at end of show regarding your committee, comment on additional
recommendations and responsibilities you think should be included here.
One to one and one half years prior to the show: Select the banquet
site and create a contract with the banquet facilitator. Create an initial
Six Months prior to the show: Select table favors and set final
meal prices. Work with the planning booklet coordinator to create a banquet
information and reservation form. Check back with the banquet site to make
sure everything is still okay.
One month prior to the show: Obtain final count of banquet attendance
from specialty coordinator. Order table favors. Print tickets and create
envelopes for hospitality packets. Contact the BMDCA president to discuss
the final Saturday schedule. Contact the judge's chairperson to discuss
the final Sunday schedule. Contact the banquet site(s) to finalize the
details and to give them the final meal count.
Day of the Banquet: Final setup of the banquet facility at least
two hours prior to start of banquet.
One for each banquet night:
Income and expense columns should balance. The goal of the banquet is to
|Ticket Sales (number of people times the ticket price)
|Meal Expense (number of people times the meal price)
|Table Favors (cost plus setup plus shipping)
|Open Bar Fees (bartender plus bar setup)
|Entertainment (reception piano player, etc.)
|Administration (phone calls, ticket printing, postage, etc.)
Selection of the proper banquet facility will either simplify or complicate
your job. Try to select a site which will be as flexible as possible to
changes in the menu count and number of attendees. Remember that you may
get requests for changes up to the time of the banquet.
Select a menu which will satisfy the largest number of people. A good
rule of thumb is to have a choice of beef, chicken, and fish or vegetarian
Make sure the contract with the banquet facility covers at least the
following items: banquet date, menu selection and price, table setup, availability
of meeting equipment, any additional charges, and banquet schedule. Make
sure that there is an assigned banquet facility coordinator for your account.
Try to have your table favors defined and a vendor selected in advance
of the order. You will not have much time after receiving the final attendance
count to place the orders.
Try having the table favors delivered directly to the banquet site.
Limit table favors to around $5.00 to $6.00 to keep the price of the
banquet to a minimum. The price of the ticket will be approximately the
price of the meal plus $6.00.
Make sure that the price of the meal from the banquet site includes
all taxes and gratuities.
Print extra tickets to take to the specialty, just in case you have
last minute changes. But try to limit changes to (1) exchanges of tickets
(2) changes to meal type, only if the banquet site can handle last minute
Refunds for those who do not show up to the specialty is a choice of
the specialty committee. Make sure if you decide to honor refunds that
you have a policy prior to the show.
In the limited case where you cannot find a banquet site large enough
to handle the estimated number of attendees, please make sure it is clear
how you are going to limit the tickets (first come, first served, etc.).
There may be the need for extra coffee mugs for other awards. Make sure
to check with the specialty committee before making the final order.
Make sure there are extra chairs setup for those who want to attend
the post meal meeting (judges or general meeting), but do not want to attend