How to manage Last Minute Changes in food order and arrival of Guests at Event
Being an event planner, don’t forget that there can be any changes in your plan at the final day of event. Mentally prepare for all the hurdles that you can face at the nick of time. Your final count will not be ended until the event finishes. You face all these problems of late comer, unexpected guests and sometimes late registrations. Don’t be crazy or panic, all of this is part and parcel of your job. Few tips are given below to face the challenge of last minute food requests or order by the guests.
Extra table sets
In every event, set an extra table for almost 20 people. This is for unannounced and unexpected guests that can arrive the event without informing and registration. Some venue halls charge the extra fees for extra table even it is not used. But to avoid any type of hassle and embracement it’s the best wisdom that you can do. Put the board of the reserve sign on the table to avert any guests to sit on it. You can place an extra table on last row or at the entrance point, guests will access it easily.
Food Policy of Event
Usually the catering service providers have a policy to make the food 5 % more than the actual demand. All the taxes, allowances and services will be included in it. Making some extra food is good and safe option to prevent the disturbance of last minute food order. Be flexible while setting the policy of food menu. Make some fix percentage of extra food and you should know about the implications of cancel of the order. Sign any type of contract and deal carefully.
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Surcharges Fees for Guests
In the case of last minute order you can surcharge all fees from guests. In this way you will put off your client and catering service from any kind of loss. This is same as in concert there is discount to get ticket before the event and extra charges if you purchase ticket on the final day of event. Surcharges fees can be 20 to 30 % for the guest who arrive the event late or unannounced.
Request to change the Menu from Guests at last minute
Another dilemma that you can face at events if the request from any guests to change or replace the food item. The reason can be food allergy, dieting or not liking the selected menu of event. If there are only few persons who are demanding for it than catering service have a solution to this problem. But it’s not an easy task you can also write some rules and regulation about the menu on invitation card for the guests.
Last minute arrival of guests, change in food menu and late registration is usually confused and unpredictable issue. Anything unexpected can happen at the event, make all the emergency plans for it.
