Factual FAQs

7 Ways to Enhance Guest Experience at Your Next Event

May 20, 2019 Filed Under: Catering, Events, Factual FAQs, Holiday Parties, Inspiring Ideas, Setting the Stage

We get it – there’s a lot that goes into planning an event. Whether it be your wedding, corporate function or anniversary celebration, there are many details to consider.

As you plan, it can be easy to overlook a very important aspect of your event – YOUR GUESTS!

You want your guests talking about what a great time they had, the engaging people they met, how they loved the food and entertainment rather than discussing a negative (and avoidable) detail like the temperature of the room.

Here are 7 things to enhance your guest experience:

Ambiance and Feel of an event

Have you ever eaten at a restaurant and the lighting was too bright or the room was too cold? It distracts from the fabulous meal you are about to enjoy.

You want your guests to feel comfortable in the space. Something as simple as the lights being too bright can be distracting to your guests and detract from the ambiance you are trying to achieve. Consider the room temperature, lighting and the use of your space.

Lighting can make spaces feel dynamic and comfortable for your guests.

jorge-romero-exchange-ballroom-wedding-portland

Exchange Ballroom Wedding//Photo: Jorge Romero

Choose an Outstanding Detail

Choose one detail that you want to splurge on or do differently. An unexpected cocktail, unique performance or activity can work well and your guests can’t help but love it. For example, we’ve had guests gush over this incredible PDX Ice bar!

PDX Ice Bar at The Loft at 8th Avenue//Photo: Ambient Sky Photography

Room Transitions

Guests can tire of being in the same spot for long periods of time. It doesn’t mean you need an array of spaces but it does mean including transitions throughout your event.

Transitions from cocktail hours to dinners to after-party are aided by changes in lighting, music, room set-ups and more. Transforming your spaces can make an event feel like it’s ever-evolving and guests anticipate excitement for ‘What’s next’.

Cocktail Hour on the Cascade Rooftop//Photo: Bryan Rupp Photography

Logistics

Logistics can prove to be an issue if not handled thoughtfully. For example, if your cocktail hours ends at 5:30, it is not realistic that dinner can be served at 5:40. It typically takes guests 15-20 minutes to transition from one area to another and settle before the next activity can commence. Allowing plenty of time for this will help you stay on track with your timeline all night.

Insider tip: If there is a transition from cocktail hour to the reception, we recommend that the reception bar stay closed until dinner is served. If the bar is open it can be more difficult to get guests to find their seat and settle in before dinner is served. As part of Vibrant Table’s planning service, we offered detailed service timelines.

Pear-Event-Portland-Oregon-Loft-8th-Avenue

Dinner at The Loft at 8th Avenue//Photo: Kaitlin Green

Overall Length of Event

If an event is too long, guests can tire of celebrating. For example, if your reception time is too long guests will lose steam, the party will dwindle or will provide time for guests to overindulge. The key is to move your event at a good pace with progressive transitions that feel natural. A good party will end with guests saying, “I wish it wasn’t over!”

Dancing the Night Away at in The Loft at 8th Avenue Annex

Feed Your Guests!

May seem simple but letting your guests go hungry is not fun for anyone. Adjust timelines and transitions if needed to ensure that food is being served at various stages of your event. And be sure to serve food as soon as alcoholic drinks are being served.

Passed Hors d’oeuvres//Photo: Kaitlin Green

Your Attitude

As a host, one of the most important things you can do is have a great attitude. Guest attitudes are directly affected by the vibe of the host. Leave the stress of planning your event to us. We’re professionals and will take care of all the details. You just sit back, and enjoy all of your hard work and efforts coming to fruition.

When you are having a great time at your event, your guests will follow suit!

Portland Garden Party//Photo: David Papazian

At Vibrant Table & Events, we thoughtfully consider guest experience when planning events. If you are interested in us helping you plan your upcoming wedding, social or corporate event, please call us at: 503.297.9635 or email at: inquiry@vibranttable.com

7 Expenses to Consider in your Wedding Budget

May 7, 2018 Filed Under: Biz Buzz, Catering, Events, Factual FAQs, Setting the Stage, Weddings

With so many things to organize for your wedding, it’s easy to forget little details that can add up fast. When determining your budget, consider these expenses:

Extra meals

When calculating catering expenses and the potential headcount for your wedding celebration, be sure to include you and your fiancé. Additionally, consider vendors who will request a meal for your celebration (i.e. photographer, band members, DJ, coordinator, etc.)

Photo by Catalina Jean Photography

Marriage license

Don’t forget your license to love! In the state of Oregon, marriage applications must be received 60 days prior to your wedding day with a non-refundable $60 marriage license fee. After your license has been issued, Oregon has a three-day waiting period before you can officially walk down the aisle. The waiting period can be waived, but it still involves filling out a waiver form with an additional $10 in cash. Don’t wait until the last minute to do this, but also don’t do it too far in advance. A marriage license is valid for 60 days, so getting your marriage license more than two months before your wedding date will not be usable.

Transportation for guests

At some point during your wedding, your guests will have to travel. Walking is great, however, other modes of transport such as taxis, buses, or cars will likely come into play during your festivities. Although it’s not necessary for you to provide transportation, it’s a thoughtful addition your guests will appreciate. Here in Portland, we have some diverse transportation options such as Pedicab, Lyft, Uber, Double Decker PDX and TriMet public transportation system.

Day-of food for the wedding party

You and your wedding party will be spending the day getting ready. It’s important to eat, so be sure to have something planned for yourself and the wedding party. We recommend ordering fresh and delicious food via a drop-off catering service prior to your wedding day.

You’ll thank yourself in the long run for thinking ahead!

f&b cafe and catering

Liability insurance

Most venues require you to carry single-event liability insurance. This coverage is designed to protect you against unforeseen incidents such as injury or alcohol-related accidents. Depending on the coverage you need, liability insurance usually ranges from $125 to $400.

Gratuities

It might be confusing which vendors you should tip for your wedding. Make sure to read the contracts and see which have gratuity already included. Consider providing tips prior to your wedding day to if they aren’t included. If that’s not an option, prepare tip envelopes prior to your wedding to give to your vendors. Here’s a helpful guide to wedding tipping.

Postage

Don’t forget about postage fees for save-the-date cards, invitations, and thank you notes. Depending on the weight and size of your invite, you can expect postage to cost $100+ when budgeting for your wedding.

Preparing for additional expenses will help keep you within your wedding budget and start you and your partner off in a positive financial direction after you’re married.

Invited to an Oregon Wedding and Don’t Know What to Wear?

February 13, 2018 Filed Under: Events, Factual FAQs, Inspiring Ideas, Uncategorized, Weddings

From dreamy ceremonies on the Oregon coast to funky Portland soirees, Oregon can host a multitude of wedding styles all year. As a guest, this variety can be fantastic but leaves us scratching our heads as to what to wear.

Worry not! We’ve got you covered.

Consider these elements when dressing for your next wedding:

Weather

If you hadn’t noticed, it rains here. Even in summer months, a sunny day isn’t guaranteed! Have a backup plan and bring a small umbrella for outdoor ceremonies/receptions.

For coastal weddings, the weather is even more unpredictable and becomes chilly in the evening. Bring an extra layer. If the attire is ‘beach formal’, consider bringing a jacket or wrap to pair with dresses or linen sport coat to pair with a shirt and pants.

Venue

There are so many wonderful venues in Portland that each carries their own vibe. While the invite should ultimately dictate the style of dress, it’s good to consider the venue as well both in style and venue setting (indoor/outdoor).

For example, the Portland Art Museum and Treasury Ballroom are indoor, architecturally beautiful sites that pair well with glamorous looks. Outdoor venues like Barn Kestral and Lan Su Chinese Gardens may invite lighter color palettes and an extra pair of shoes! Not every venue is heel-friendly.

Requested Attire

When we think of Portland, we often think of its casual vibe but that doesn’t mean casual attire for every wedding. Keep the formality of the wedding in mind. Most invitations will indicate the desired guest attire. Reference the Wedding Style Guide below.

Buying different looks (especially formal) for every wedding can get expensive. We recommend utilizing a rental site such as Rent the Runway or The Black Tux to look sharp without spending a fortune.

And formal attire doesn’t mean you can’t have fun with your dress or suit. For example, if you need to dress formally for an Art Museum wedding but want something playful too, consider renting a rose colored or tartan suit.

Season

Consider fabrics appropriate for the season. Linen and chambray jackets are fantastic for warmer months while velvets and tweeds are perfect for the winter.

Still need some help? Portland has a Black Tux showroom where you can try on different styles before renting.

Happy Oregon wedding seasons!

Vibrant Table

Vibrant Table Catering and Events is a leader in event innovation, providing award-winning catering, venue management, floral and décor and event production. Our culinary style is inventive, diverse and event inspired.

What to Expect at Your Caterer’s Tasting

August 14, 2017 Filed Under: Biz Buzz, Catering Chronicles, Factual FAQs

What is a client’s favorite part of planning their event? Tastings of course! As part of the event or wedding planning process, clients often want to test the food to ensure it’s to their liking. Though this usually doesn’t require too much convincing of our clients, below we have shared some things you can expect from a caterer, and more specifically from Vibrant Table, when shopping (and tasting) around for catering companies.

Food

The tasting is your opportunity to give your caterer honest feedback on specific dishes (too salty, not enough sauce, etc.) so the caterer can adjust the dish to your specifications. It is also your opportunity to decide not to serve something if you do not care for how the dish tastes, so you want to be honest with your taste buds and your caterer to let them know your likes as you are served. Be aware that most companies will want you to have narrowed down your food selections to only a few items before the tasting so that they aren’t preparing unwanted food.

Keep in mind that some caterers do not hold tastings; tastings are expensive and labor intensive. Companies often recommend you speak with past clients as testimony to the quality of their cuisine and services if tastings are not an option.

VT POLICY: You may select up to four appetizers, two salads, and two entrees with sides. If dessert will be part of your Vibrant Table menu, you may select up to two for your tasting. Most of the choices on our menus can be prepared for a tasting, and you’ll want to select items that you intend to serve at your event. For plated meals You will receive taster sized portions of each of the items plus one full-size plate per table so you can view the actual presentation. Come hungry! Anything you can’t finish can be packed up upon request.

Scheduling

Some companies provide group tastings of seasonal menus so that you may experience the company’s style and flavor. Other companies offer samples of their menu “du jour,” during a scheduled appointment. Some have you attend an event they are catering to try their food, while others refuse to do tastings completely!

Unlike restaurants, catering kitchen staff is not always available to prepare samples on the spot, so you may need to have some flexibility in your schedule to match up with your caterer’s tasting schedule.

VT POLICY: Tastings take place at the Loft at 8^th Ave on Wednesdays, starting on the hour between 12pm and 4pm.

Contracts

A common question we get is, “Do we have to sign a contract BEFORE the tasting?” Of course, every company will answer this differently, but typically the caterer will allow you to test out your food choices before committing to them. Some companies offer complimentary tastings that end up being costly to the company when the client is just shopping around, so they may ask you to sign a contract before handing out samples to guarantee your business.

VT POLICY: It is not required to sign the contract before the tasting; however, we do require payment up front for the cost of the food and services during the tasting, which can and will be applied to the overall event total if you choose to continue with our services.

PRICING:As mentioned above, if you have signed a contract already with the company, a tasting is often complimentary, but if there are special requests, there may be extra charges associated. This cost is often added to the overall cost of the event, which can be paid off at a later date. If your company did not require you to sign a contract beforehand, be prepared to pay up front for the tasting.
VT POLICY: Vibrant Table Catering & Events offers a complimentary tasting, for up to four guests, for events valued at or in excess of $8,000. For events totaling less than $8,000, the cost for a tasting is $25 – $50 per person. Additional tastings are subject to charge.

Decor

If the catering company also provides décor services, they will often include this as part of the tasting to give you a little sneak peek into what your table settings will look like. Of course, this can also come down to your budget; how much you want to spend will show in the amount of décor the caterer provides for the tasting.

VT POLICY: For tastings, Vibrant Table tries to recreate the ambiance of the event by setting the table and bringing in as much of the planned décor as possible.

Think of your tasting as a trial run of what the event will feel like. Your caterer, especially if they are helping with event planning, will want to discuss the specifics of your entire event during the tasting, including the timeline of events. You don’t need to know everything at this time, but this information will help them to put together a list of outstanding items to discuss and decide upon in the future. We know no one will turn down the chance to eat delicious food, so a tasting is the perfect way to mix business with taste bud pleasure. Enjoy!

All About Hors D’oeuvres: The Where, Why & How Much

December 17, 2012 Filed Under: Catering Chronicles, Factual FAQs

Hors d’oeuvres are to dinner what aperitifs are to wine: a little something before the main event; but can’t they be a meal on their own? Deciding if your event may or may not be the perfect Spotlight for hors d’oeuvres only- well we’ve got you covered. Some tips of the trade as to what’s what.
* * *

Hors d’oeuvres: “apart from the main work.”

What’s important to know is: How many hors d’oeuvres will my guests eat? You don’t want to be the hostess sending guests home hungry, but you also do not want too much food. Goldilocks and the Three Bears had it right; it takes some trial and error before you really know the right number of pieces per person for different events. Luckily, we have done the work for you and have come up with best estimates, by event type and time:

2-4 pieces per person, 30-60 minutes before dinner, cocktail hour
5-6 pieces per person, 1.5-2 hour event, preceding dinner time
8-10 pieces per person, 2-4 hours event, heavy hors d’oeuvres
12-15 pieces per person 4+ hour event, dinner replacement

Tips of the trade for hors d’oeuvres events:

Hors d’oeuvre dinners are not always a less expensive dinner option. Although many people hope that ordering hors d’oeuvres will reduce overall cost, this is typically not the case! Hors d’oeuvre dinners are often more expensive since the menu is more labor intensive.
How can you make an hors d’oeuvre dinner option economical? Mix it up! Be sure to include some heavier items like salmon sliders or braised lamb meatballs; take advantage of “platters” and avoid lots of handmade smaller pieces; add some other options like quinoa salad, baked brie or a mezza platter.
Perks of an hors d’oeuvres dinner:
1. Multi- stations- who doesn’t like variety of flavor?
2. Cocktail atmospheres create a less formal service
3. Live chef action. Watch chefs prepare your tapas!
4. “When do you” vs. “When don’t you”:
  1. Venue matters – hors d’oeuvres menus are equipment and kitchen sensitive. More so than the traditional buffet or plated dinner, hors d’oeuvres may require ovens, fryers and grills. If your menu needs all three, the cost to rent equipment adds up! And if an outdoor kitchen must be created for your event, it’s likely you’ll also need a tent, lighting, and then heating and side walls in the cooler months.
  2. If you want to encourage movement at your event, if perhaps there is not enough seating for all, hors d’oeuvres parties are absolutely great for mixers, networking and open houses.
  3. If the budget fits!

Hors d’oeuvre parties can be fun and dynamic – just remember to consider time of day, right amounts, event style, and of course, the kitchen!

* * *

WHAT DO YOU THINK?

Do you have any experiences with hors d’oeuvre events? What have your experiences been? Any tips of your own? At the end of the day, we can only know so much.

PHOTO CREDITS

We are indebted to the photographers who allow us show their work. The white spoons filled with a bite of deliciousness was taken by Sara Gray. The plate of skewers was contributed by Evrim Icoz Photography.