Luckily, there are some really great tips and tricks for hosting a productive corporate event on a budget.  Let’s take a look at some of the ways you can plan a great event that leaves employees and guests happy, without breaking your company’s bank account.

Tracking Your Expenditures

The first step to planning a corporate event on a budget is to prepare beforehand how you will track all of the event’s costs.  There are many ways to go about this; it can be as simple as a flowchart outlining who is responsible for which task and their related expenditures or an Excel spreadsheet to record any costs you or your team encounter throughout the planning process.

This is especially important if you have multiple people assigned to the event planning process.  With several people tending to their designated tasks, the chances of running over budget increase significantly.  The main point is to use a budget tracker of some sort that is accessible to all of the people involved in the event planning process.  This way you can easily monitor all spending.

Here are some of the main costs you may want to include on your budget template:

• Venue
• Speakers, paid guests, and other entertainment
• Printing for leaflets, hard copy presentations, or programs
• Rental equipment (including projectors, sound system, staging, and internet access)
• Decorations and furnishings
• Marketing and promotion
• Catering

Determine the Event’s Budget

Maybe your company has provided you with a set budget to work with, or perhaps corporate would like to see a list of approximate costs before making any budgeting decisions.  Whatever the case may be, understanding your budget before making any purchases or reservations will be the key to staying on track financially.

One thing you might want to establish before you decide on an approximate budget amount is the type of event you are hosting; is it an employee + one guest invitation, a pay at the door type event, or is the event sponsored?  Your budget will vary depending on the event type and will make a big difference as to how the finances are delegated.

Staying Within Budget

Here are some of the most essential things required to plan any corporate event and how you can easily stay within your company’s allotted budget without sacrificing quality.

Invitations

Inviting your company’s employees is one of the most important tasks to handle.  After all, if no one knows about the event, no one will show up!

One of the best ways to save money on corporate event invitations is to create and send them online.  Although seemingly taboo, you can rest assured that this process is now accepted more than ever.

Digital invitations are easy to create and there are several websites providing ways to personalize them to suit your event’s theme.  Here are some popular sites that have budget-friendly corporate invitations to choose from.  In fact, some of these sites offer a free version so you can really save on your budget by keeping your invites simple.

• Evite
• Paperless Post
• Pingg
• Sendomatic
• Webby Cards

Choosing a Venue

If your corporate event is going to be held offsite, then doing your research is going to help you stay within budget.  Here are some things to consider when choosing the perfect venue for your event:

• Preferred dates (have a few in mind so you can price shop)
• Room rates if hotel accommodations are required for your employees and their guests
• The type and amount of event space needed
• Reservation, deposit, and payment/cancellation procedures
• Provided services and amenities and procedures for outside vendor services
• Venue location

After finding a few possible venues, it is suggested you compile a Request For Proposal (RFP) for each, so you can weigh the pros and cons and get the best deal for your event.

Event Décor

One surefire way to help stay within your event’s budget is to save on decorations.  You could start by choosing an attractive venue that requires little extra décor.  Or, maybe pick a venue that includes decorations in its rental costs (if this makes sense financially – again, research is the key!).

Another way to save is to keep it simple and search for better prices.  Look for family-owned vendors that can create things such as floral arrangements and centerpieces for less.  Better yet, enlist the help of your co-workers to help decorate the space in a minimalistic way.

A beautiful looking setup can be achieved on a budget if you make use of all available resources and think outside-of-the-box.

Catering

It is commonly known that most party planners over-order when it comes to food.  Though it is normal to want to ensure there is enough food, by ordering too much not only do you waste food, but you waste finances as well.  This money could either be saved or used elsewhere in your event budget.

Try setting an approximate food budget and then reducing it by 10%.  This will generally leave plenty of food for the event and will save you lots of money in the long run.

Better yet, if you will be hosting your event in the Dulles, VA area, choose Cafesano to handle your corporate catering needs.  If you are catering on a budget and need flavorful and unique food for your corporate event, Cafesano Catering has you covered.

Cafesano Catering offers a perfect blend of Italian & Mediterranean menu items, convenient online ordering options, and will deliver straight to your Dulles corporate event.  Choose from an array of dishes ranging from lunch options, to light fare choices, all the way to full dinner options with main dishes and dessert.  No matter the type of corporate event you are planning (informal, team-building, or professional seminar) Cafesano’s corporate catering menu has affordable options to choose from.

Need help putting together your corporate catering menu?

Cafesano has catering coordinators standing by to help you make your event a success.  Their professional staff has experience with many types of corporate events so catering for your company will be a breeze!  Helping you create the perfect catered menu from fresh salads and wraps to grilled skewers and pasta, Cafesano’s coordinators will have selections sure to please everyone on your guest list.  They even offer specialized menu options for those who prefer vegetarian and gluten-free options.

Planning a corporate event takes more than just reserving a place and ordering some food.  It takes preparation and coordination and often comes with tight budget restrictions.

If you have been placed in charge of planning your company’s corporate event on a budget, have no fear.   Following the above-mentioned tips and tricks will have you staying within your company’s budget while pulling off the event of the year.

With a great looking venue, simple yet fabulous decorations, and delicious corporate catering from Dulles’s favorite Mediterranean catering services, your employees will surely be excited to attend future corporate events.

The post Planning a Corporate Event on a Budget appeared first on Cafesano.

Fortunately here are a few simple tips for our neighbors in Northern Virginia that will have the kudos coming your way without the stress you simply don’t need during this festive but hectic time of year.

1. Pick the right date and time for your party.

When selecting an event date, make sure it doesn’t fall too close to the holidays or run into conflicts with your employees’ or friends’ religious observations. Timing is everything with any party, but particularly around the holidays when so many activities are crammed into just a few weeks.

Consider a date early in the holiday season, before folks start filling up their calendars. And be sure to send out invitations well in advance with a prominent RSVP request and a deadline.

2. Choosing the ideal location

For smaller office parties, consider:

• Would it be convenient to host the party in the office during the week, or would you like to invite the office to celebrate at your home during the weekend?
• Will it be kept to office staff only, or will you encourage employees and clients to bring their families?

For a larger corporate gala, here are a few things to consider when choosing a venue:

• Is it convenient to the office and where your employees live?
• Is there plenty of parking?
• Does the management have experience in event planning?
• Do they have a good reputation? (We can make a few suggestions if you’d like).
• Do your employees have any ideas or preferences? (Ask them).

For a party at your home, think about the following:

• Do you have room to accommodate both the people and the food in your home?
• If you want to invite a lot of people, should you just serve appetizers and finger foods and do you have places around your home where you can distribute platters of food and beverages so folks can get to them easily?
• If you want to have an actual meal, do you have a place where your guests can eat comfortably and do you want everyone to eat together and in the same room at the same time?

3. Try adding a theme this year.

Perhaps your business had an exceptional year of growth or you’ve launched a new product and want that reflected along with a holiday theme. You might also use the event to hand out special awards or make an announcement about the past year or the new year ahead. (Again invite your employees to make suggestions. Make it their event in a very real way.)

If your family has a traditional time and place to come together for the holidays, you can still add a distinctive touch to each year by incorporating a unique theme to your decorations and menu choices.

• 

  Consider adding hor d’oeuvres that your guests may not see at another holiday party this year like hummus with warm pita bread or falafel bites with tahini sauce.

• Consider featuring menu items made with fresh ingredients from local farmers. Serving a variety of wines and craft beers from local Virginia wineries and breweries is certain to be a hit! (We’re big on fresh and local.)
• Instead of serving predictable sugar cookies, opt for a different choice of desserts that include trays of mini Italian cannoli and traditional baklava.
• Decorate with wreaths and garland from your local Christmas tree farm, trimmed with holly and burlap ribbon – you can’t beat the “traditional” look and your house will smell wonderful too!

4. Order the right amount of food.

One of the biggest challenges to hosting a party is knowing how much food and drink your guests will require. There are a number of useful charts that assist in estimating how much food is needed, but try to think back on previous events.

Make sure your invitations have an RSVP so you know how many guests you will be hosting. And going forward, keep track each year of how much food and beverage you ordered, how many people came, and how much food and beverage was left over.

While ordering too much could mean having leftovers for a few days, ordering too little can cut your party short. At Cafesano, we provide catering to groups of all sizes in Northern Virginia and we’re happy to assist you with ordering just the right amount of food so you can minimize the chances of over- or under-ordering and ensure your guests go home happy!

5. Order the right types of food.

Many people have food allergies and dietary restrictions and you’ll be a hero if you provide menu items that take this into consideration. If you’re hosting an intimate party with friends and family, you probably know everyone’s preferences. However, for larger parties, we recommend you select menu items that cater to a variety of diets.

Keep vegetarian, vegan, kosher, and gluten-free diets in mind as you plan your menu. Cafesano Catering in Northern Virginia has a wide selection of dishes that can satisfy almost any need. From our popular Salad Bowls and Panini & Wrap Platters that include vegan and vegetarian selections, to our gluten-free catering selections, our Catering Coordinator will work with you to create a customized menu that will insure your event is a hit for all your guests!

Catering Your Northern Virginia Party

This year, simplify your holidays and consider using the services of a local caterer in Northern Virginia. Cafesano Catering in Reston, VA will make sure planning for your event is simple and hassle-free.

Online ordering, and delivery services, as well as a large selection of fresh, flavorful and healthy menu items, make Cafesano Catering the perfect choice for your holiday party. Let us take care of the food so you can concentrate on making sure your guests are having fun. Who knows – maybe you’ll actually enjoy the party yourself!

Cafesano Catering, providing catering services in Northern Virginia for over 6 years, makes holiday party planning simple with catering services for both intimate house parties and large corporate events.

Choose from a flavorful and unique assortment of Italian and Mediterranean menu items. Contact Cafesano today and we’ll help you start planning your upcoming holiday event in Northern Virginia.

What dish are you most looking forward to at your next holiday gathering?

The post Tips for Planning a Holiday Party appeared first on Cafesano.

Next time you have a business meeting, consider the high quality corporate catering options offered in Northern Virginia over the typical finger food, boring sandwiches, and supermarket party platters your peers and clients are accustomed to.

Who Uses Corporate Catering?

Corporate catering in Northern Virginia is often thought of as a service reserved for only high end business executives and clients. However, there are plenty of reasonably priced catering services and options that provide professionals with the opportunity to compliment their business meeting with good food.   Some examples of business settings where corporate catering can provide value-added benefits include:

Sales meetings

No matter the industry, being a sales rep in today’s crowded business environment is competitive and challenging. Many sales reps try to one-up each other by giving customers cheap promotional items and giveaways. Why not set the bar high and leave a lasting impression with a catered lunch meeting the next time you stop by? Provide menu items that aren’t offered in typical business luncheons, such as a Mediterranean dip platter with Panini sandwiches and lavash chips. Serving a meal that is as unique as your product is a sure-way to leave a lasting impression.

Internal Business Meetings

It’s tough to get employees excited about yet another meeting. One way to get their attention is to offer a fresh & flavorful lunch at your next monthly meeting. The employees will enjoy a nicely presented and complimentary lunch and you’ll have the opportunity to demonstrate that you’re sensitive to their time constraints by feeding them while you’re meeting with them!

If you work with a reputable and affordable caterer, you’ll be able to offer a variety of dishes that will satisfy everyone’s tastes and even accommodate dietary restrictions.

Celebrations

Recognizing milestones and success stories is always a good excuse for a celebration. Whether it’s a coworker’s retirement, the meeting of a new sales goal, or a company anniversary, corporate catering can take a celebration to the next level by making sure the food is as special as the event. From a variety of fresh salad bowls with platters of colorful wraps to a selection of fresh pasta dishes followed by cannoli for dessert, a corporate caterer will make sure the food compliments and adds excitement to the special occasion.

Tips for Your Next Catered Event

To add to the success of your next catered event, keep the following easy tips in mind:

• Accurate Headcount. Try to come up with an accurate headcount. There’s nothing worse than running out of food or spending money on food you don’t need.

• Cover Your Bases. Once you’ve selected your food and beverage, don’t forget plates, bowls, napkins, utensils, etc.    Most corporate caterers will provide these for you.  Also be sure your caterer can accommodate delivering the food where you need it and when you need it.

• Dietary Restrictions. Find out if any of your guests have special food requests and/or dietary restrictions before finalizing your catering order. Recognizing that some folks have dietary restrictions and/or food allergies will be greatly appreciated. Many caterers now offer gluten-free menu items, vegetarian-friendly foods, and even low-salt dishes.

• Location.   Be sure you have a meeting area big enough to accommodate food set-up.  Or, better yet, take a break from your meeting and have a break-out room for your lunch. Either way, be sure you have enough tables setup to hold your food and beverage and think ahead about how folks will serve themselves – serving from both sides of a table is a great way to get folks served quickly.

The Best in Northern Virginia Catering

For corporate catering in Northern Virginia, consider the fresh and flavorful Mediterranean & Italian catering menu offered by Cafesano. We offer unrivalled customer service, delicious food, affordable pricing and convenient online ordering. For more information, please contact us today!

The post Take Your Next Business Meeting to a New Level with Corporate Catering appeared first on Cafesano.