One Day Ahead
Last-minute crises often surface the day before an event, so be at your office to solve any problems that may arise. With one day to go, a final check of your supplies should occur before you leave the office.
Check in with the Chef
By now the chef will have ordered and most likely prepped the products for tomorrow. Simply checking in with the chef is crucial on the day before an event. Last-minute changes or substitutions may happen at this point. Consider the weight of the changes before contacting your client. For example, if one type of mushroom needs to be substituted for another, it is probably not necessary to call your client. If the white wine she chose suddenly becomes unavailable, you should alert her of the change.
Check in with Your Client
The menu and itinerary have been approved. You have sent an e-mail to your client listing her financial responsibilities with the vendors for the event. An hour before you are ready to leave the office for the day, phone your client for one last check-in. Leave with your client your schedule for tomorrow, as well as a number where you can be reached in case anything comes up.
Alert
The client should approve most last-minute menu substitutions or changes. Always call with a recommendation and reassurance that the change is a positive one. Be honest with your client during the event if a detail has to change. It is, after all, his event.
Make a Checklist
Before leaving your office for the day, make a checklist of items you should have in your on-site bag. If you are not planning on returning to your office the day of the event, you should make sure you have all of your supplies. Also keep a notebook by you for any details you might think about in the hours before the event.
Your on-site bag should include:
Menus
Nametags or place cards
Table numbers and cards for stationary items
Server packets complete with event sheet, menu, menu descriptions, beverage descriptions, the floor plan, and both timelines
Client files with notes and e-mail correspondences
The event file, complete with invoices, receipts, and vendor payout information
A clipboard including a server packet for yourself with vendor and staff phone numbers
Pack Your Car
Packing your car the night before will save you time the day of the event. Keeping your materials in your car is risky if you do not have a reliable car alarm. It is also not worth the risk if you have a hatchback car with no trunk. Whenever you choose to pack your car, before you head to the venue, be sure you have the following packed:
Your on-site bag
Travel kit
Two outfits, shoes, and accessories
ssential
Leave an outgoing message on your voice mail to let other clients know you will be out of the office on the day of an event. If you have an associate who can be reached in case of emergencies, leave his contact number on the message as well. It is also a good idea to leave a vacation message on your e-mail.
