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Event Planning Process: A Dinner Party for FourTim RodgersFebruary 3, 2014

+Agenda

Typical problems

How a process can help

Dinner party process Planning Preparation Delivery Closing

Summary

+Typical Dinner Party Problems

I can’t eat that / drink that

Wrong food for the occasion

Kitchen disasters

Hosts so preoccupied that they can’t enjoy the company

Late/early arrival of the guests

+Common Process Problems

Confusion / disagreement

regarding intended outcome

Failure to understand

expectations &

requirements

Inadequate coordination of activities

Insufficient resources, schedule, training

+General Process Design

+Planning the Dinner Party

People:Guests (allergies, likes/dislikes)Role of the guests (pot luck, bring something?)Role of the hosts (cooking, cleaning, greeting, clean-up)

Expectations:Special event? (holiday, birthday, Super Bowl)Expected outcome (strictly social, other agenda?)

Menu:Make vs. buy (what to cook, what to buy)Tried-and-true, or experiment with something new?“Design for manufacturing” (timing, sequence, preparation)Choices that enable the hosts to enjoy the company

+Preparation: The Hardest Part

Invitation:Arrival time at least 30 min before serving timeMake it clear what guests can bring (if anything)

Purchasing/acquiring ingredients and prepared food (from the menu)

Preparing the dinner:Work backwards from the serving timePlan for scarce resources (oven, cook top, microwave)

Preparing the house:Cleaning, dusting (don’t forget the bathroom)Setting the table, decorating, musicTending to children, pets

+Example: Thanksgiving 2013

A whole turkey would be excessive for four people, and tie up the oven (scarce resource) for hours Bought pre-cooked turkey breast, gravy, stuffing, mashed

potatoes from the market (all sampled previously) Warmed/basted the turkey in the oven Cooked at home: sweet potatoes with apples, cranberry

sauce, Brussels sprouts, sweet potato pecan pie Everything timed to be warm and ready Buffet style for easy serving

+Delivery: Don’t Forget to Enjoy

Guest arrival:Take a break and greet, they’re the stars of the show (not the food)Put a drink in their handGive them something to do (“What can I do to help?”)

Service:Buffet style / self-serve to allow portion controlWater at the table

Conversation:Relax, the hard part is over

+Closing: Relax, Clean Up Later

After dinner:Move the party away from the table once everyone’s doneClear the table, but clean the dishes later (no one wants to see that)Take the guests to a comfortable place to relaxDessert? Coffee?

Ending the evening:Don’t rush the guests, you’re already home, unless …Leftovers? Doggie bag? (not recommended)

+Summary Recommendations

It’s not about the food, it’s about your guests. They’re coming to spend time with you

Good menu planning and kitchen organization will prevent most kitchen disasters, but if you drop the casserole, roll with it (there’s always peanut butter sandwiches

Don’t get trapped in the kitchen, before or after (it’s your party, too)