Anyone can pull off a great backyard BBQ for a dozen of their closest friends, but when do you need to call in a professional?  What tips the scales for you?  Tricky question.  Here are a few organization tips, notes on when to call in a pro and money saving ideas for when you DO call in the big guns.

Organization

• Make a list – yes really – for EVERYTHING! Guests, food, paper goods, bar needs, transportation, etc.  This will help you narrow down what you need to do now, what can be done tomorrow and what has to be left until the day of the event. There is a great app for the phone called G-tasks and you can actually create your list online in Google Calendar and it will transfer to your phone and vice versa.
• Do anything you can as far in advance as possible.  For example: paper goods don’t spoil, buy them as soon as you have a color scheme. Liquor doesn’t go bad either; buy it in advance so you aren’t rushing around at the last minute.
• Doing tasks ahead of time allows you a time cushion. In case something goes wrong, you’ll have time to fix it.
• Have a budget on how much you want to spend.  This can be overall or broken down by service or goods

When should you hire a pro?  After you make your list:

• Know your limits. I can handle 40 at my house easily, any more than that and I need to call in the reserves.
• Is it an important occasion? Anniversary?  Wedding? (I don’t handle weddings) Milestone Birthday? You may want a pro so everything runs smoothly.
• Do you often feel you are stuck in the kitchen when you’d rather be socializing? You may want to hire a pro.
• Working with a destination or a venue not your home? You definitely want a pro.
• The bonus of hiring a pro is they will consider ALL the options available to you, make suggestions and they won’t miss a trick.  ALL of your bases will be covered and everyone, including you, will have a great time.

Money Saving Tips:

• Keep in mind that any service or goods arranged for you come with a cost attached to cover the pro’s time, so you aren’t only paying for the service, but you are paying for the time it took your coordinator to set it up for you.
• I recently told a potential client that since they wanted a BBQ, it might be more cost effective for them to purchase their own meats and man their own grill and I’d take care of the rest.  The salads are time intensive and need to be FRESH so the time saved the day of the event will be well worth it to them.
• Buy your own liquor if you are hosting at home – a premium is attached when a coordinator does it for you. If you are using a venue, you have to use their booze.
• Consider having a “signature cocktail” versus an open bar.  You might want to do Sangria, Mojitos, Mimosas or some other beverage that can be served in a pitcher along with beer and soft drinks.  My sister had a brunch wedding with Bloody Marys and Mimosas instead of an open bar and it was FAB!
• Get everything in writing! A clear contract of services and goods provided will save you and your coordinator a hassle in the long run.  Everything is spelled out and no stone will be left unturned.  HOWEVER, do NOT ask your coordinator to do additional tasks the day of the event free of charge.  The price you were quoted covers what you contracted them to do.

Think you need help with your next event?  That’s where I come in!  Give me a call and let’s see how we can work together!

Did you know if you SUBSCRIBE to this blog, you’ll get it every week without having to hunt it down?  Did you also know you can follow me on Facebook, Twitter and Instagram? Just look for Good for Spooning!