Eat, Drink, and Be Merry
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Eat, Drink, and Be Merry Planning Your Social Hours, Class Dinner, and Class Picnic Agenda Beginning to Plan External Vendors Alcohol Caterers Logistics Other Considerations Beginning to Plan Friday social hour Friday nightcap? Saturday social hour Saturday dinner Saturday nightcap?

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Eat, Drink, and Be Merry

Planning Your Social Hours, Class Dinner, and Class Picnic


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Agenda

  • Beginning to Plan

  • External Vendors

    • Alcohol

    • Caterers

  • Logistics

  • Other Considerations


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Beginning to Plan

  • Friday social hour

  • Friday nightcap?

  • Saturday social hour

  • Saturday dinner

  • Saturday nightcap?

  • Sunday picnic


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Beginning to Plan

  • Is there a theme?

  • How formal should this be?

  • How expensive should this be?

  • What are classmate expectations?

  • Are children welcome?


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Beginning to Plan

Asking these questions will help

prepare you for working with various vendors, including alcohol suppliers, caterers, and others.


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Working with Vendors

Alcohol

  • Class places order, Association pays for order

  • Chair coordinates with dinner chair to purchase all alcohol for the weekend

  • Vendor delivers on Friday, should be the only delivery for the weekend

  • Alcohol locked in the storage room at residence hall


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Working with Vendors

Alcohol

  • Classmates cannot supply for the group

  • Students cannot pour or serve

  • Inventory at end of weekend for the returns, Association coordinates vendor pick up


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Working with Vendors

Caterers

Ask plenty of questions, see the handbook for a detailed list of things to discuss:

  • Type of meal

  • Meal cost and extra fees

  • Charge for linens/service ware

  • Vegetarian/Vegan/Allergies

  • Billing


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Working with Vendors

Caterers

  • Select a caterer that can meet your requests comfortably (i.e. don’t use a clambake specialist for a sit-down dinner)

  • Ask for references

  • Ask for a tasting, and have all of the entrees under consideration presented


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Logistics

We do it all!

  • Site the tent and adjust for size

  • Order appropriate number of tables and chairs for dining and caterer prep areas

  • Work with internal and external vendors for correct lighting and electrical service

  • Certificates of liability


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Logistics

We do it all!

  • Caterer walk-through

  • Site map, parking information, access information

  • Electrical service and water

  • Permits and fire marshals

  • Certificates of liability


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Other Considerations

Additional Activities

  • Are you planning to sing at the social hour?

  • Are you planning to have a program at the dinner?

  • Are you planning to have a nightcap?

  • Are you planning to take a photo at the picnic?

  • Are there other activities surrounding the social hour, dinner, and picnic?


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Other Considerations

Student Staff

  • Assist setting up social hours:

    Decorating, moving alcohol, setting up tables, chairs, breaking down the set up after the social hour

  • Cannot pour or serve alcohol

  • Cannot act as wait staff

  • Cannot act as “bouncer” at class meals



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