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Frequently Asked Questions And Answers
Q. What is a good timeline to produce an event?
A. The more, the better!
Booking a facility is best done with a minimum of 6-12 months to insure good date choices. If there are sponsorship sales, guest speakers or workshops, then a year is an appropriate timeframe. Of course, there are many good events planned in a much shorter time frame, but the best results usually come with decent lead times.
Q. Do you take care of all the details?
A. Our services can be tailored depending on your needs. We will step in where you need our support.
Q. How do you get paid?
A. We try to work within each client’s budget to accomplish his or her goals. We can often “find” revenue with our “event audit” to make the event a win-win for both. We work with both fee for service and revenue share arrangements.
Q. What are your qualifications?
A. Our entire team has a broad range of event expertise, but feel free to contact our clients. We’d be happy to furnish references. Our most recent corporate and non-profit events were as small as 100 and up to 2000 attendees. These events include, business to business trade show, job fairs, grand openings, corporate anniversaries, non-profit fund raisers, golf tournament, awards events, corporate diners, human resource expos and more.
LOOKING FOR ANSWERS FOR YOUR SPECIAL EVENT?
Q. How far in advance should I send out invitations?
A. The answer to this question depends on a number of factors that only you can assess. But here are some general rules. The more formal (or elaborate, even if the dress is not formal) the event, the more notice is necessary to be given. How complicated are the travel arrangements for the out of town guests? How much notice you need to give to your suppliers (e.g., if you're using a caterer, she likely will require that you give a minimum guarantee on the number of people for whom you will be paying?
Keeping those issues in mind, send those invitations out not less than three weeks prior to the event, and it would be optimal to send them a month in advance.
Evite.com is a good online alternative which allows for comments and tracking of guests.
Q. What is the difference between black tie and evening attire?
A. Formal evening - This is the height of dressing (and the invitation says "white tie" or "black tie" or "formal"). Women wear long dresses or short "party-type" dresses. If the women are wearing long dresses, the men wear tuxedos.
Black tie means either "cocktail"-type street length dresses or long dresses for women. If the woman is wearing a long dress, a male escort is best attired in a tuxedo; otherwise a dark business suit is appropriate.
Semi-formal evening - This is a hybrid between formal and informal. Men typically wear dark suits and woman wear cocktail dresses or other party-type wear.
Informal evening - Men still wear dark suits although in some places, blazers may be worn. Women wear either "afternoon" dresses (perhaps tea length) or short party-type dresses.
Business casual is a potentially confusing dress code, due to its oxymoronic construction. Consider it to mean (for men) "no jeans, no ties", for women—nothing torn, graffiti-covered, or overexposed.
Q. If I am designing a floor plan, approximate size 30 x 42, for 8 top round tables, how
many tables and how many people should I be able to seat in that space?
A. You should safely figure 10 square feet per table. So in this case, you can probably fit about 80-100 people. I am assuming they are 60" rounds, which by the way, we usually use as 10-tops (depends on the width of the chairs). Also, you must determine if there is a bar in the room, buffets, a dance floor, etc. If so, you have less room.
Q. Can you advise me about how to figure out the amount of alcohol to buy for a casual dinner party for 25-35 people?
A. I'd like to offer wine & beer and a full bar.
Here you are! This is called a drink calculator, and you'll find everything you need to calculate for beer, wine and full bar. Another hint--based on your theme (if you have one), it's fun to rename the drinks and put up a little "menu" at the bar area.
http://www.party411.com/drink-guide.html
Q. If I am planning a dinner party, what are some menu ideas to accommodate my guests, whether it’s formal or informal?
A. http://www.finedinings.com/menuideas.htm
Need more answers? Just contact us at info@greentreeevents.com!
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