Ensuring You’re Event Ready: Part One

Whether you’re a seasoned event planner or just starting out, we all know that the key to a successful event lies in the details – and as an event planner you’ll juggle plenty of those! From choosing the perfect venue to ensuring the guest list is finalised to getting all the catering equipment hired, there’s plenty you’ll need to tick off your to do list. 

At Plato Catering Equipment Hire, we know just how much goes into planning an event, and how important it is to get organised. That’s why we’ve put together this two part series to help you on your way to ensuring you’re event ready. Let’s get started with part one!  

Understanding your event needs 

Before you can start planning your event and jumping into the fun details, you first need to know exactly what your event is about and what it needs to achieve. Every event starts with a purpose, so whether it’s a wedding, product launch, or charity gala, having a clear understanding of what your client wants to achieve is one of the most important parts of an event.  

Are they looking to create an intimate atmosphere, or do they want to wow their guests with something showstopping? To get a clearer picture of your events needs, you should look at: 

Your audience 

Understanding who will attend your event shapes everything from the food you serve to the style of your decor. A corporate conference will obviously have very different expectations compared to a casual wedding or a lively festival. It’s important to make sure you tailor your approach to the audience in order to create the most engaging and memorable experience. 

The event size 

The number of guests you’re expecting will directly influence things like your venue and your equipment needs. It’s a good idea to create a detailed list of expected attendees and consider any last-minute additions. This step will help you determine things like how much room, seating, serving, and cooking equipment will be needed. 

Your theme 

Every event has a theme or style, whether it’s formal, rustic, or contemporary. Your venue and décor choices should align with this aesthetic. For instance, a stylish wedding might require elegant serving platters, while a casual outdoor event might need equipment that’s a bit more durable. 

Nail down your timeline early 

A well-structured timeline is the backbone of any successful event – we’re not kidding when we say it can make or break an event (and your stress levels!). You’ll want to start by outlining the major milestones, such as booking the venue, securing vendors, and sending out invites. Work backwards from the event date and leave room for any hiccups that may pop up. 

Break it down 

We recommend dividing your timeline into three phases: 

• Pre-event planning: This includes initial client meetings, conceptualisation, vendor selection, and budgeting. 

• Event execution: The actual event day, including setup, coordination, and real-time problem solving. 

• Post-event wrap-up: Following up with clients, assessing feedback, and closing out accounts with vendors. 

Having a detailed timeline not only keeps you organised but also helps you manage client expectations. Plus, it ensures that nothing slips through the cracks, especially those last-minute details that can cause a few headaches. 

Finding the right venue 

Picking out the right venue is obviously one of the most important parts of your event planning. Choosing the right location not only sets the tone but also impacts logistics like attendee capacity, flow, accessibility, and the overall experience. Some key considerations when scouting out that perfect venue include: 

• Capacity – Make sure the venue is large enough to accommodate all guests comfortably, but not so large that it feels empty and a bit awkward. 

• Location and accessibility – Ensure the venue is convenient for your target audience. You should consider transport links, parking availability, and special accommodations for disabled guests. 

• Amenities – Check whether the venue has the necessary facilities where appropriate such as audio-visual equipment, Wi-Fi, breakout rooms, or outdoor spaces. Of course, this will vary depending on what you’ll be including in your event. 

• Ambiance – The atmosphere should match the tone and theme of your event. For example, a rustic barn would likely be better suited to a relaxed wedding than a corporate event. 

• Logistics – Is there space for catering setup, and is it conducive to your event’s technical needs? Will you need to rent additional furniture or decor items? 

Don’t forget to consider practical concerns like restrictions on setup times, catering partners, or noise ordinances too. You should always try to visit the venue in person before committing to it whenever possible as that will give you a better sense of how the space can accommodate your vision. 

Essential equipment checklist 

Okay, you understand your event requirements, you’ve got the prep, the budget and the venue locked down, now it’s time to get your equipment checklist together so you don’t miss anything. Here are some essentials you should think about to get you started: 

1. Tables and chairs

Seating is a big aspect of any gathering. Consider: 

• Type of seating: Will you need standard chairs, lounge seating, or banquet-style tables? 

• Layout: Think about how you want to arrange the tables and chairs. Will there be a dance floor or networking space? 

2. Serving equipment

The way food is served can significantly impact the overall experience. Some key items to think about include: 

• Buffet stations: Perfect for larger gatherings, consider renting chafing dishes, serving utensils, and table linens. 

• Cocktail stations: For more casual events, ensure you have shakers, glassware, and ice buckets ready. 

3. Cooking equipment

If you’re providing food on-site, the right cooking equipment is essential. Keep these essentials in mind: 

• Ovens and stoves: Depending on your menu, you might need convection ovens, induction cookers, or grills. 

• Refrigeration: Renting refrigerators or cold storage is important for keeping ingredients fresh. 

4. Beverage stations

It’s important to keep your guests hydrated and refreshed. Ensure you have: 

• Coolers and ice bins: Keep beverages chilled and accessible. 

• Glassware: Depending on the event, you may need wine glasses, tumblers, or even disposable options. 

5. Presentation items

Good presentation can really elevate the appeal of your food and drink offerings. Consider: 

• Display stands: Whether showcasing hors d’oeuvres or desserts, invest in attractive display solutions. 

• Tableware: The right plates and cutlery can take the dining experience to the next level, so choose styles that match your theme. 

Don’t forget about power 

One thing we rarely see talked about when it comes to event prep is power – so consider this your friendly reminder not to forget it! Ensuring you have adequate power for your event is so important as so much can hinge on it, from the food to the entertainment. Here are some actionable steps you can take to keep your event fully charged up: 

• Calculate your power needs: List all the equipment you’ll need, from kitchen appliances to lighting. You should include a 20-30% cushion in your calculations. 

• Hire a generator if necessary: If your power needs exceed what the venue can provide, hiring a generator ensures you won’t get caught out by any outages. 

• Check with the venue: Contact them to confirm they can support your requirements. Ask to see their Electrical Installation Condition Report (EICR) as part of your risk assessment. 

• Test everything: Visit the venue at least a week prior to check plug sockets. On the day before, test all your equipment to ensure everything is functioning correctly. 

• Ensure PAT testing: All equipment should be PAT tested for safety. Always verify this with your suppliers. 

When hiring equipment from Plato, you can be safe in the knowledge that any electrical equipment is PAT tested before it’s hired out. Plato is also a member of the SafeHire Certification Scheme, which means we have a proven competence in safety, health, environment, and quality. This ensures you’ll receive the highest possible quality of service and catering equipment hire.  

That’s it for this blog, don’t forget to come back for part two! 

Planning an event? Talk to our friendly team today about your catering equipment hire needs!