What is involved in chairing an event? Use this checklist and PLEASE let us know if there are other steps/ideas that could be helpful to future hostesses; we'll add them!

RESERVING A DATE

• Contact the Founder or Webmaster to discuss your concept and reserve a date. Any date appearing open on the website is available, with very few exceptions.
   
• Use this as a checklist when preparing for YOUR event.

LOCATION & PLANNING

• Determine restaurant/location for your event.

  Location Tip: with membership in both the PA and NJ suburbs, events closer to the geographic “middle”—Philadelphia--are more attractive to more members.

  
  
• Introduce the concept of Cencibel and our events to the restaurant/chef: Members BYO, paired to the Chef’s menu.
   
• Ask if there is a minimum or maximum number of people. With consideration to wine pours/bottle and pairing, Cencibel events should be planned for NO MORE THAN 10 to 15 people, with very few exceptions.
   
• Determine when the restaurant needs the final count. Usually 3 to 7 days before an event, this drives our “cancel-by” date which is, if not stated otherwise, one week prior to the event.
   
• Request the chef design a menu that will meet our typical cost of $75/person, inclusive of tax and gratuity.

  Pricing Tip: Higher priced events will have fewer attendees. What makes an event worth three figures? Creative cuisine/edgy foods; a chef or location with a great reputation; ambience; a hot-hot-hot new restaurant.

  
  
• Events begin at 7:00 PM and end as close to 10 PM as possible.
   
• Work with the chef to determine the menu. This usually involves a “pairing” dinner to sample the flavors, during which time you discuss with the chef and a menu is created. This is also an excellent excuse for another dinner out and can involve a few or one or two people.

  Menu tip: Request small portions; four or five smaller courses allows for enjoyment and appreciation without being stuffed. It also assists with pricing/profit for our provider and helps to ensure we finish up by 10 PM.

  
  
• Determine payment policy. Does the restaurant have a preference for final payment by check (from the Cencibel bank account) or credit card?
   
• Contracts: Our events rarely require a deposit or contract due to their small size. All contract/deposit requests must be discussed with and signed by a Cencibel Trustee.
   
• Discuss location of the tables (private room, is there a charge for it, for example).
   
• Mention that each course will have multiple wines and many glasses will be used. Assume 1 champagne, 3 generic wine and 1 water glass per person. We will need dump buckets.
   
• What are the parking arrangements and is there a discount?
   
• Avoid scented flowers on the tables; some groups even remove the pepper to avoid interference with the enjoyment of the wine and food bouquet.
   

ANNOUNCEMENT

• Draft the announcement. See the website for examples of other event descriptions. Include the following:
   
• The value proposition for the event, in other words, what about this event makes it one the members will want to attend?
   
• Date, Time, Location, Menu & Price.
   
• If applicable: “due dates” for wine selections, specify if members need to or should BYOglasses.
   
• Parking information and directions. It helps to test out your directions prior to publication. The restaurant or online sources (yahoo.com, for example) are quick and easy ways to get these.
   
• RSVP instructions. There is standard wording for this on the site; payment secures a reservation. Most chairpersons request an email so they can track attendance along with the Treasurer, especially if the event involves coordinating wines with the menu; see next.
   
• Coordinate RSVPs, wine selection & matching. Balance bottles with courses. A general rule of thumb is two to three bottles per course, depending on the number of courses and attendees. A sparkling starter, two wines per course and one dessert wine works well with a 10 person, 4 course event, for example.

COUNT DOWN TO THE EVENT

• 1 MONTH BEFORE THE EVENT: Send the announcement to the Membership Director for distribution to the group.
   
• TWO WEEKS BEFORE THE EVENT: Create a reminder email including a ‘status’ report about two weeks before the dinner as a reminder and recap. Include directions.
   
• ONE WEEK BEFORE THE EVENT: Confirm with the restaurant.
   
• Create menus (or make sure the chef/restaurant is doing this).
   
• Make place cards and nametags, which have been great additions in the past.
   
• Create a wine menu with room for notes and containing key information about each bottle.
   
• Bring a digital camera or make sure someone will have one.
   
• Create or request from the Founder, a Certificate of appreciation. This will be signed by chairperson(s) and /or attendees and presented to the chef at the event. Alternatively, a signed menu with comments from all attendees can be presented to the chef.

AFTER THE EVENT

• A Thank You card to the chef after the event is nice.
   
• Send copies of the digital photos to the Founder or Webmaster to be added to the website.

Return To Top