Negotiating for What you Want.

Multi-level space with nightclub appeal

It’s not always easy to know what to ask for or how to negotiate for what you want before signing a contract with a venue for your event.  Here are some tips to help ease the process.  Use this as a guide.

CRITERIA

Chemistry with the Catering Manager, Sales Director or booking agent — does her/his personality seemed suited to yours? This is so important. If you sense friction in the initial meeting, don’t ignore your instincts.  It will not get better with time.

Responsiveness – are your calls and emails being promptly returned?  This is critical — untimely responses are a sure sign right out of the gate that there will be problems later on.

Flexibility – how willing is the Catering Manager to adjust menu offerings to accommodate any budget or dietary considerations? If it is not possible to customize a menu or work within your budget (regardless of size), then this, is not the place for you.

Vision – can you imagine having a successful celebration in the environment offered?

Reputation – what have you heard?  Does the positive outweigh the negative? Pay attention to comments like “poor customer service, ill-prepared food and inadequate staff.” These are red flags and worthy of further investigation if, and only if, it’s a place that is on the top of your list.

Space – is it adequate for your needs?  Don’t try to fit your event into a space that is too small or not configured the way you’d like. Unless the venue has moveable walls, the space is the space.  You are not going to change a room that seats 200 into a comfortable space for 350.

Curb Appeal — Is the location clean, well-kempt, and updated? If the exterior is crumbling, it’s a sign that this is not a well-cared for venue.  Do you want your guests pulling up and noticing chipped and peeling paint, weed infested landscaping or cracked and crumbling concrete? Of course not.

NEGOTIATING POINTS

Are soft drinks and coffee included with the meal?

Can we bring in our own dessert?

Are there any discounts or coupons out now that we can take advantage of?

Do you provide linens?

Will you waive a room fee or minimum food/beverage charge?

Is the deposit refundable? What is the cancellation policy?

When is the balance due?

JUST A COUPLE OF “WATCH OUTS:”

When a catering manager is unwilling to negotiate and says “this is the best we can do,” the message is “we don’t want/need your business.”  There is a venue out there for everyone so that is your cue to leave and not come back. Trust your inner voice.  If a warning light starts to flicker at the early stages of planning, pay attention. You may not even be able to pinpoint what’s bothering you, but you can be sure that something is not right. Oh, and one more thing.  If you are told that you “must have a soda bar all night for the kids” you might want to run in the other direction. Paying $4.00 extra per child for the privilege of letting them pony up to the bar all night is unnecessary.  Most places will negotiate lemonade, iced tea and soft drinks.

Finally, be upfront about your budget.  Don’t assume a venue/restaurant is out of your price range…you will be surprised, especially in this economy, what you can negotiate for.  Remember, be fair, the banquet hall is in the business to make money but would like to earn your business and book your event.

One last bit of advice:  don’t be afraid to ASK for what you want.  Good luck.

Cure the Mid-Winter Blahs with these Inspiring, DIY Party Tips

It’s February. The holidays are over. You survived the office festivities, the neighborhood eggnog tasting and your children’s school parties. Now what? It’s cold, gray and dreary and spring feels like it’ll never come. Here are some surefire ways to come out of hibernation, perk up your soul and celebrate leap year.
Host a Girls Night In
Invite your BFFs for a feel good evening of girl time; the twist to this tried and true get together? Hire a local expert to give a class. Chef Ina Cheatem, of Fresh Delights, brings a healthful approach to all her cooking and offers “a cooking class party that is tons of fun and customized to any dietary needs including vegan and gluten free.” Call Ina at 248-996-7169 or check out her website at www.freshdelights.com.
Organize a Moveable Feast
Gather your neighbors and plan a strolling dinner party–it’s a great way to share the work and expense of entertaining. Here are a few ideas that get everyone involved at each house.
Hors d’oeuvres: Set up a blind wine tasting with at least three different types and ask everyone to guess. You can do this in teams (or by couple). See who’s the most knowledgeable; award the winning oenophile a small prize (such as wine charms).
First course/appetizers: Create a salad bar on your dining room table with ten to fifteen fresh items. It’s colorful and festive and everyone gets to assemble their personal creation. This is easy to prepare and set up ahead of time so the host is able to enjoy as well.
Main course: Keep it simple. A big pot of linguine with a couple of sauce and veggie options will satisfy even the heartiest eaters. Everyone loves pasta and it’s easy on the wallet.
Dessert/coffee: Chocolate fondue will be the hit of the night. Offer up a selection of goodies including pretzel rods, marshmallows, pineapple chunks and strawberries.
Be sure to plan something fun for the last stop like Charades, Pictionary or Apples to Apples.
Plan a Date Night – It is February after all
Trade childcare with a friend, dim the lights, cue the music and spend the evening snuggling and whispering sweet nothings. For dinner, The Festive Chef, Cassandra Morrison, will come to you and “prepare a chef’s table customized for you in the comfort of your home.” Add in a couples massage for an additional fee. For menu ideas, call Cassie at 248-353-3300 or visit www.festivechef.com.
Top it all off with a “bouquet of lavender roses” and a roaring fire and you’ll feel like you’re at a bed ‘n breakfast. According to Jeffrey Jucewicz, of Fleurtech, adding some “crushed lavender, pillar candles and a bottle of wine will create romance-atherapy.” For more ideas, reach Jeffrey at 313-570-0737 or visit www.fleurtechdesigns.com.
Family Pizza Night
Trader Joe’s sells all the fixings necessary to make your own pizza from fresh dough to toppings. Each “bag” of dough is enough for 3-4 servings. Sprinkle flour on your kitchen table, give each family member some dough and a rolling pin and you are on your way to family pizza night. You can create different types of pizza depending on everyone’s preference. We make white pizza with pesto and traditional cheese pizza with red sauce.

Spring is just around the corner. But, living in Michigan means we get to experience all four seasons. So, make time to enjoy Fabulous February! Let us know which idea you tried and how it turned out.

Welcome Home!

It seems that many of us open our homes to out of town guests, friends and family alike, whether hosting a big event or just enjoying company. I know that when we have overnight guests, it’s important to me that they feel comfortable, at home and that their needs are taken care of.

The Envelope Please…

There are so many choices when it comes to the big invitation decision. Whether planning a wedding, bar or bat mitzvah or other event, you can decide to do-it-yourself (DIY), make it semi-homemade, buy engraved, thermography, letterpress, OY — are you getting a headache yet? Most of us want some customization and creative input but don’t want to completely do it alone, at home without support or expert resources.

The Perfect Party Venue: Found it!

Bat Mitzvah Party

When a bride finds the right dress, she just knows it. When house hunting and you walk into an open house, you know when you’re home.  When looking for just the right reception venue for your Bat Mitzvah (or any other event), you know when you’ve found the one.  The energy of the space speaks to you.  The size, the menu, the pricing, the catering manager, the decor….it all screams, “this is the one.”  When making the final decision, there are always going to be your non-negotiables (things you just can’t live without) and the things you can compromise on.  This holds true for many decisions whether buying the perfect dress, your new home or booking the venue.

After spending a couple of weeks looking at banquet rooms, reception halls and event spaces, we finally are ready to sign a contract.  While it was a bit of a process of elimination, ultimately we all loved the final choice we made.  Our daughter feels that the space is a little different, it suits her personality and will be the perfect size for our guest list…and not to mention we love the food.

In case I’ve forgotten to mention this in previous posts, restaurants are a great resource for choosing the right venue.  Many have private rooms or can host a party in the dining room on Sunday afternoons when they are typically closed.  So, if you have a favorite restaurant, make sure to ask if they do parties.  You might be surprised at what they have to offer and the flexibility they can afford you when planning.

So, no, I am not going to tell you where we’ve booked.  That’ll have to wait until we get our invitations out.  That’s next on our list.  However, before we move on to invitations, a couple of things to negotiate before signing your contract:

Are soft drinks and coffee included with the meal?

Can we bring in our own dessert?

Are there any discounts or coupons out now that we can take advantage of?  We found out that the venue we selected had a 20% off coupon in the Jewish News.  Even though I didn’t have the coupon, the discount is being honored.  You’ve got to ask!

Do you provide linens?

Will you waive a room fee or minimum food/beverage charge?

Is the deposit refundable? What is the cancellation policy?

When is the balance due?

Never be afraid to ask for what you want. Be upfront about your budget.  Don’t assume a venue/restaurant is out of your price range…you will be surprised, especially in this economy, what you can negotiate for.  Remember, be fair, the banquet hall is in the business to make money but would like to earn your business and book your event.

Next time, we’ll talk about finding the perfect invitation and invitation timing and etiquette.

Choosing the Right Venue

Bat Mitzvah Venue

Aside from budget, venue environment and type, how do you filter through all the information and make the right choice when selecting your Bar or Bat Mitzvah reception site?

Frankly, for me, much of the decision rests on “my gut” reaction about the place, the catering manager, etc.  If you are not a risk taker, and don’t feel confident trusting your instincts, follow these guidelines when choosing a catering/banquet hall or party venue.

Criteria:

Chemistry with the Catering Manager, Sales Director or booking agent — does her/his personality seemed suited to yours?

Responsiveness – are your calls and emails being promptly returned?  This is critical — untimely responses is a sure sign right out of the gate that there will be problems later on.

Is the location clean, well-kempt, updated?

Flexibility – how willing is the Catering Manager to adjust menu offerings to accommodate any budget or dietary considerations?

Vision – can you imagine having a successful celebration in the environment offered?

Reputation – what have you heard?  Does the good outweigh any negative comments?

Space – is it adequate for your needs?  Don’t try to fit your event into a space that is too small or not configured the way you’d like.

If you are planning a party on a budget, as an added bonus to this blog, here is a link to a short video that will give you some insights on sticking to a budget.

Planning on a Budget

So, where am I on this planning journey?  Well, we visited another venue — a restaurant this time — and really liked what we saw. The environment was unique, the menu flexible, the catering manager polite, professional and accessible and overall it just feels right.  We have already eliminated 2 of the hotel spaces we looked at; one hasn’t followed up with regarding pricing and the other adjusted their pricing and said, “this is the best we can do.”  When you get comments like that, it says, “the door is closed, we don’t really want your business.”  Oh, and one more thing.  If you are told that you “must have a soda bar all night for the kids” you might want to run in the other direction. Paying $4.00 extra per child for the privilege of letting them pony up to the bar all night is unnecessary.  Most places will negotiate lemonade, iced tea and limited soft drinks.

One last bit of advice:  don’t be afraid to ASK for what you want.  Good luck.

Booking entertainment, finding the right invitations and to theme or not to theme come next.  Stay tuned.

6 Months Until Showtime

Choosing the Right Bat Mitzvah Venue

Planning an event can be stressful, exhausting, wallet draining, and full of anxiety.  However, it can also be exciting, exhilarating, energizing and euphoric. Now, before you think I’ve completely lost it, let me enlighten and explain.

We are just beginning to plan Bat Mitzvah #2.  We have 6 months to plan, research, commit, create, invite and shop.  Our daughter has 20+ weeks of preparation which includes learning her Torah and Haftorah portion and writing her D’var Torah (commentary about the Torah portion).  She can’t seem to land on a party theme, which is OK. She is determined to support an organization that rescues animals, which is more than OK… and much more important than a party theme.  She is her own, authentic person.  She knows what’s important to her and where her comfort zone is.  When she becomes a Bat Mitzvah, the celebration will be all about her, not about a fantasy that we have.

So, first piece of advice. If you want to reduce the amount of stress in your life when planning a Mitzvah or any event, for that matter, remember to focus on why you are celebrating in the first place.  Keep in mind the wishes, desires and hopes of the celebrant. Honor as much of their input as possible within your budget and within reason.

Assuming you have a date with your synagogue or temple, the next important step is to decide what kind of celebration you want and where it’ll be held.  There are a multitude of considerations ranging from out-of-town guests, budget, weather, kids vs. adults, budget, style (formal vs. casual), dietary restrictions, theme, did I mention budget?

So, let’s start with the place. How do you find the right venue for your Simcha (happy event)?  For starters, you can search by geographic location and type (hotel vs. country club vs. sports complex). Also, don’t rule out word-of-mouth.  Remember, ASK your son/daughter what kind of party they want.  If you are looking at hotel ballrooms and they want laser tag, your stress meter will overload. Once that is clear, decide if you want to look on your own first and then bring your daughter along or if you want to drag her to see each and every venue.  Depending on your child, you can make that decision.

To date, I have called two rec centers, visited three hotels, and browsed the web.  If you don’t want to rent tables, chairs, linens, serving staff, etc., then I suggest you book a venue that does it all for you like a hotel or your synagogue facility.  Often restaurants will have private party rooms that will accommodate you also.

The next post will offer criteria on how to evaluate and make the final venue selection.

Want Romance?

Yes, Valentine’s Day is coming.  Isn’t it great that we have one day a year to show our loved ones we care?  Come on now…there are so many ways we can add romance to our relationships all year round; Valentine’s Day just let’s us kick start the effort.

Here are some easy tips to follow regardless of the occasion:

1. Set the mood with scented candles.  When you’re planning an intimate dinner , filling the room with candles creates a feeling of romance and togetherness. Orange, lavender, vanilla, jasmine and ylang ylang are just a few of the scents that add a sensual aura to the room.  Check out www.flamelessfantasy.scentsy.us and browse their Romance line of flameless candles for something a little different.  With names like “Lucky in Love” and “Satin Sheets” what could be bad?
2. Flowers are a must.  According to Harris Van Cleef, Creative Director at Star Trax, Black Magic Roses are the roses. This luxurious blossom is a deep, dark shade of red and is believed to symbolize beauty, passion and love.  Please note that these require advance notice and can be special ordered, says Robbin Yelverton of Bumz by JR Designs.
3. Add to the ambiance with the right music. You’ll create warmth inviting your guests to relax, engage in conversation and sit just a little closer to one another. Put together a playlist on your iPod that includes Harry Connick, Jr., Michael Bublé, Kenny G, Sade and Andrea Bocelli, to name a few.
4. Let’s not forget the food! One of the most romantic meals to have on Valentine’s Day (or any other) according to The Festive Chef, Cassandra Morrison, is a Fondue Dinner.  Plan three courses – cheese fondue (appetizer), hot pot (main course) and chocolate fondue (dessert).  This meal is so much fun for you and your significant other as you take turns feeding each other; and everything does not have to be eaten at the table…bring the pots to the couch for a little snuggling in between courses.
5. Let there be wine.  You don’t have to spend a lot of money to find wine you like.  Sparkling Wine can be an affordable alternative to champagne and be just as fun.  Get out your best flutes, pop the cork and enjoy the bubbly.  A couple of fun and delicious wine selections include Little Black Dress, Ménage a Trois and Korbel Organic Brut California Champagne.  You can do a little research on-line beforehand.  Check out sites like: www.snooth.com/wine/ or www.gayot.com/wine/ for ratings, reviews, pricing and local availability.
6. Romance does have a dress code.  Ladies, think feminine —silky, flowy, lacy.  A silk blouse or camisole can be paired with “skinny” jeans and heels for a fun, flirty look.  Dab a little perfume in strategic places and let down your hair.  Guys – don’t wear the same “uniform” that you might go to work in.  Pair a cashmere v-neck with slacks or jeans (nice jeans, you know what I mean.), use product in your hair for a contemporary look and remember spicy scents (see Tip #1) are alluring and let your significant other know that romance is in the air.

Van Cleef also suggests a printed menu with your wine list to add a personal touch.  Just remember, plan ahead, stay within your budget and pay attention to the details; your party will seem effortless, filled with warmth and you will feel lucky in love!  For additional party tips, tricks and trends, visit: www.PartyPlanningPlus.com.

Fabulous and Frugal Holiday Entertaining!

The holiday season is upon us – that means entertaining, buying gifts and making wonderful memories. But for many of us the stress level has been ratcheted up a notch (or two) as we figure out how to do it all on a budget that is tighter than ever.

Opening our homes to our loved ones this time of year should bring joy and excitement, not stress and anxiety. With a little organization and planning you will be on your way to making memories that will be recalled for years to come. So, get out your guest list –here are a few ideas that will get you started.

Throw a good old-fashioned potluck party. This is worry-free — and a crowd pleaser, as everyone loves to show off their best dish. You can add to the feast or just provide the beverages, plates, napkins, etc. Use this as a great excuse to bring out your best china and pretty tablecloths. Just because it’s a potluck, doesn’t mean you need to skimp on the décor.

Host a dessert party. This is undeniably fun for al,l and the prep is a great way to spend time with your kids. Dust off your favorite family cookie, cake and sweets recipes and let them measure, mix, pour and decorate. Use your dining room table as a buffet or scatter plates around the family room, kitchen and dining room (basically wherever you expect your guests to mingle) filled with yummy goodies. Keep the beverages simple with coffee, flavored syrups, egg nog and hot cocoa and marshmallows.

Plan a cocktail party. Looking for some adult time? Ask your guests to come in dressy attire, set up a bar with fixings for martinis, spring for some really good scotch and consider champagne cocktails for a festive twist. Keep the food simple with easy to pick up hors d’oeuvres such as cheese and crackers, hummus and pita, crudités and dip and shrimp cocktail. Check the freezer section of your favorite warehouse club for other options that are easy to heat and serve and relatively inexpensive.

Host a dinner party. This is such an intimate way to celebrate your close friendships. A great way to stretch your budget is to assign each couple a course of the meal. Ask them to bring a wine to go with the menu item you’ve planned. You do the cooking, your friends bring the wine and a good time will be had by all. For an added twist, request that all wines come in a brown paper bag and stage a wine tasting. You can have prizes for the best guessers!

Regardless of the type of party you decide to host, the important thing to remember is to have fun. Keep it simple and organized: decide on a budget, make your guest list, choose a date and then select a theme. Be sure to allow enough time to make all of your preparations ahead of time so you don’t feel pressured. The planning should be part of the joy! And the outcome will bring lasting memories.

The Eight Nights of Chanukah!

Are you looking for some ways to make each night of Chanukah a little different?   Here are some thought starters for the eight nights.

1st Night- exchange gifts (the kids favorite part), eat latkes, play the dreidle game.

2nd Night – invite over another family for a pot luck – maybe new friends or a family you’d like to become friends with –you could include a grab bag for the kids  (or not), and let each family or each child light a menorah.

3rd Night – volunteer at a Senior Center; bring cookies, sing songs, play games.  Here in Detroit, we have the Hechtman apartments or Meer Housing where many of the residents would love to have visitors, especially this time of year.

4th Night – Eat Soufganyot (fried jelly doughnuts) and watch a family movie – one year we gave the kids a movie night gift basket that included a video, popcorn, candy plus other goodies and we enjoyed as a family.

5th Night – More latkes, light candles and visit extended family (cousins, aunts, etc) that you haven’t seen in awhile.  Have the kids create unique Chanukah cards/gifts ahead of time to bring along – gets them using their imagination and keeps the budget down.

6th Night – Book night.  Go to your local bookstore and let each child choose a book (set budget limit ahead of time).  Come home, make hot cocoa and everyone can curl up on the couch in their pj’s with their book.

7th Night – Sibling night.  Save a little something for each child to give to his/her sibling.  Better yet, have each child shop ahead of time to choose something for one family member.  It doesn’t have to cost much — depending on the age, the Dollar Store might be the perfect destination.  This is about doing for others – budget is a non-issue.

8th Night – One last night of latkes (maybe), last candle lighting, last little gift, maybe each child includes a special friend in the evening’s festivities.

All in all, this is a holiday that is all about the kids.  Do something as a family.  Go to the DIA, Check out the Detroit Science Center, volunteer at your Temple or Synagogue, Deliver Meals to the homebound, pack groceries at Yad Ezra, tell the story of Chanukah, eat chocolate gelt and make memories.