Some Quick Tips When Planning Your Next Party Having worked in the hospitality industry and gourmet retail business, I have often been called upon to assist customers and clients in planning a party. It's like in the old television ad with the actor Dom De Louise with a 8 foot antipasti and his question, "Is it going to be enough?" We all have that feeling when we are planning a party for someone other than our family. Our family will forgive us, but guest and unknown strangers will never let you forget or you won't let your self forget it.
Over the years I have had to put together a few guidelines, checklists, and tips to help me guide a customer or client to a happy successful party. This reference guide concentrates on the big expensive items that will hit your budget the hardest. The greatest expenses for a party are the beverages you will be serving. Remember this is a party not a sit down dinner or formal event. If you are on the cheap serve them water or ice tea. But if you wish to impress or celebrate with your guest then this event planner should help you make some very important decisions.
When planning an event always start with your budget. How much do you wish to spend on each guest. Is it 20 cents or $200.00? The amount you spend will determine the quality that you present. If you have invited them then your going to have to give them something. The amount is easy the quality is difficult.
Let's start with amount. Usually, the average consumption of beverages per person is 1 drink every 45 minutes no mater whether it is wine, beer or spirits. This is a responsible level of consumption but if you want to slow your guest consumption down than plan 1 drink every 55 minutes though some guest will feel slighted. Now the tricky part. How long will your event last. Is it 1 hour, 2 hours or 3 hours. How long the event is will determine how many serving you will need to have on hand. Plan on serving at least 3 drinks per person for a 2 hour event.
When serving wine and champagne plan on 1 serving = 5 ounces of product. The average 750ml (fifth) has 25.4 ounces and will provide 5 serving if poured correctly. A 1.5 liter (magnum) has 50.7 ounces and will provide 10 servings. A case of either 750ml or magnum has 304.8 ounces and will provide 60 servings. Remember, it is better to serve than to allow free pour.
Serving spirits (what is called hard liquor) 1 serving of spirits = 1.5 ounces or a jigger shot glass. The 750ml (fifth) bottle contains 25.4 ounces and will provide 16 servings. The liter (quart) bottle contains 33.8 ounces and provides 22 servings. The 1.75 liter (half gallon - big boy) contains 50.7 ounces and provides 39 servings.
A serving of beer = 1 bottle = 12 ounces or 16 ounces pub glass size. Keg service is a little tricker based on the glass size used either a 12 ounce glass or a 16 ounces glass. A 5 gallon keg provides 53 12 ounces servings and 40 16 ounce servings. The 7.75 gallon keg provides 82 12 ounces servings and 62 16 ounces servings. A 13.2 gallon keg provides 140 12 ounce servings and 105 16 ounces servings. The big 15.5 gallon keg provides 164 12 ounce servings and 124 16 ounce servings. Remember you will get some spillage here. So adjust your servings according to your spillage.
Your Supply Checklist:
Wine:
Type Quantity
Champagne
White Wine
Red Wine
Dessert/Other Wine
Spirits:
Type Quantity
Vodka(most popular)
Gin
Tequila
Whiskey
Rum
Brandy/Liqueurs
Mixers Quantity
Water/Soda
Juices
Other
Beer
Type Quantity
6 Packs
Keg/Tap/Tub
Alcohol-free
Type Quantity
Beer &/or Wine
Soda
Coffee
Water Sparkling/Still
Other
Snacks
Type Quantity
Crackers
Chips
Salsa
Nuts
Fresh/Dried Fruit
Cookies
Candy
Other
Garnishes/Condiments:
Type Quantity
Cocktail Olives
Cocktail Onions
Cherries
Other
Other
Other Supplies
Type Quantity
Beer Cups
Tableware
Plates
Napkins
Table Cloths
Glassware
Corkscrew
Bottle Opener
Champagne Stopper
Wine Pump
Wine Stoppers
Jigger Meassure
Shaker
Ice Buckes
Ice
Tubs
To calculate how much of each item to get, start with the guest that you know and what they like. You will have to guess at what guest you do not know personally like. An easy guideline here is most will drank wine or beer depending of food served. Women tend to drink more wine (sparkling then still) and then hard spirits. Men tend to drink beer, then spirits, then wine and last champagne or sparkling wine. A good guess is 60% wine, 20% beer and 20% spirits. 1 1/2 cases of wine will serve 90 guest for 2 hours. 5 six packs will serve 30 guest for 2 hours.
When it comes to food serving just use the Dom De Louise formula "Is it going to be enough?" Here you have to decide do you want to feed them or fatten them. Most people accept whatever foods you like, so buy what you like, you may have to eat some of it. Put small portion out and refill as needed. This will protect your guest's health and your budget. Try to shop with vendors that will allow you to return unopened bottles of product. Most of all RELAX, have fun. You can always do better next time.
Happy Health and Happiness
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