Meetings, reunions, conventions, weddings, concerts. These events may be different from one another, but many follow the same recipe for success.

What kind of event are you planning? What knowledge do you bring to the table that’s going to make your event one for the books?

Chances are, it all starts with these five essential components.

1. Communication.

Are you planning this event for your family or organization, or has someone in the know put you in charge? Either way, there’s a lot to take note of before you book a single thing.

Make sure everyone is on the same page as far as expectations go. From attendance numbers to preferred environment, you need to hold multiple in-depth discussions determining what the desired outcome is. Only then can you make it happen. 

2. Catering.

Choosing the right catering company for your event will really determine how successful the event will be. The right catering company will do all it can to ensure that you get the right menu and that the reception is on point.

Note that there are many catering companies to choose from, but not all will be able to give you the event of your dreams. That is why you need to be well informed when it comes to catering.

Below are some of the important things you need to know before hiring a catering company.

  • License

Matters to do with food and drinks are delicate. Any wrong move by the caterers could result in a catastrophe, such as food poisoning.

No one wants to see their guests suffering from food poisoning as a result of poor hygiene by the caterers they hired.

This is why it is important to ask the catering company whether they have a license. The presence of a valid license is evidence that the catering company has met the local health department standards.

If they have a valid license, you are sure that they will provide quality food. Besides, having a license means that they have liability insurance, just in case an incident occurs.

  • Consultation

It is important for you to schedule a physical consultation with the catering company. Never at any one point plan an event with caterers without meeting them physically because you may be in for a huge surprise on your big day.

Ask them for a physical meeting before you even start the planning. Get to know the people you will be dealing with.

Is the staff friendly? How is their hygiene? Through this meeting, you will get to learn a lot about their level of expertise and determine whether you feel comfortable working with them.

  • Food Sample

Since you will be paying the catering company a lot of money for their services, you need to ask about their policy when it comes to food sampling.

You want to make sure that everything is perfect. Ask them for food samples, and especially of the food you want included in the menu, on that day.

Ensure you give honest feedback during the food sampling session, as this will enable them to correct whatever it is you don’t like before the special day.

  • Reputation  

It is important that you pay attention to whatever people have to say about the catering company. Through speaking to others, you will be able to learn more about it. 

Do they deliver their catering services in a professional manner? Are they reliable? If possible, ask around for clients who have hired the catering company before.

By asking for feedback from previous clients, you will know whether the company is good for you.

Read also: 7 Tips to Make Event Transportation a Quality Experience

3. Restrooms.

Inviting hundreds of people? That one restroom area isn’t going to cut it.

Nothing will garner bad reviews from guests quite like making them wait in line for thirty minutes to use the bathroom. As soon as you have projected attendance numbers, look into adding more restrooms.

This doesn’t always require a change in venue. Companies can add portable restrooms to your event. Additionally, porta-loos have come a long way recently, allowing you to choose luxury options that are a cut above some public permanent restrooms. 

4. Staff.

Things You Need for a Successful Outdoor Event for your Next Business or Social Event

The number one mistake event planners make is shouldering too many tasks at once.

Accountability is good, but you cannot be there for each and every guest once the event begins. Make sure you have plenty of trained staff in attendance to serve guests.

If you’ve hired a caterer, they’re probably bringing their own wait staff.

Meet with some of them prior to the event and inquire about experience. If you’re doing a sit-down meal, ensure there’s at least one staff member for every dozen guests.

Read also: 6 Great Ideas for Organizing Corporate Events

5. Insurance.

If it’s a small, intimate gathering, you might not need to worry about insurance. But if you’re planning a wedding, concert, or bigger function, you need it for multiple reasons.

If you’re forced to cancel, insurance can help you recoup the costs associated with rescheduling.

Event insurance can also provide liability coverage. This includes someone getting hurt, damage to venue property, or damage to a vendor’s property. 

Do you want those in attendance to rave about your successful event for years to come? It all begins with a solid foundation of communication, reliable vendors and staff, insurance, and basic needs like restrooms. After that, you can add the personal touches that make your gathering relevant, special, and memorable.