Sometimes I see something so brilliant I wish I’d thought of it myself (and reaped the imagined pile of money that certainly must come from the idea.  Thus, I introduce you to this durable plastic table cover that fits tables like a bed sheet.

Never again will you have to struggle with taping plastic to tables.  We stock these in a variety of colors.  Just tell us your table size and color preference and we’ll add them to your catering order for a very reasonable cost.

When it snowed last Thursday and we had to wake up the college student at CSU Engineering College at CSU in Fort Collins with the news, all might have been lost.  But to his credit the student, Jesse, had made a pretty good snow plan.  Good think too since he had 600 hungry students planning on him for lunch.  Company picnic planners or other planners of large events can learn a lot of tips from this event.

The planning committee had a backup plan to move the celebration indoors–but they didn’t decide to implement it.  Unlike a smaller event, logistically it isn’t easy to move a large event indoors.  Tip number one, have a back-up plan in advance.

Having a tent is a requirement. No one ever thinks it could possibly rain on their large wedding party, fundraiser or company picnic, but ask Jessie–it might not rain it might snow!  Having a sturdy tent with lots of weights in case of sudden wind gust and tent sides is a smart move.   Don’t be cheap–order the tent sides because if there is the slightest wind much of the tent’s potential coverage space is lost to snow or rain drifting in. Because we had a tent we could create a great space for serving barbecue.  We made a spiffy sun to hang up on the tent out of paperboard, put on a Beach Boys CD in a boombox and headed to the Fort Collins campus.  This year the tent kept the food out of the snow, in past years it has made a canopy to keep guests out of the rain.

We heard from the organizers that several of the vendors for the event cancelled when they saw the snow.  For large events, it is wise to ask your vendors under what weather circumstances they will perform and what happens to your deposits in case of foul weather.

As an approved cater on campus we list CSU on our insurance policy and follow, not just our own food safety rules, but all of the special rules CSU requires.   This legal paperwork is recommended for large events. It costs the vendor something to add you as an “additional insured” on their policy–so expect to pay for this service.  Ask your corporate legal department what you’ll need.  At a minimum, request proof of insurance and a copy of the vendor’s state and local licenses.

One of the fun things about this event was that the corporate sponsor worked on the buffet line. Event sponsor and student supporter, Slumberger, sent some representatives who spent several hours serving the traditional barbeque sides of coleslaw, potato salad and beans.   Have you considered which suppliers and supporters of your organization might be willing to provide giveaways or funding for your picnic?

The Engineering College chose a feast of traditional barbeque and grilled items for their event.  We consider the diversity that a campus crowd offers when we plan a menu for this event, and so we bring vegetarian, gluten-free, and pork-free meal choices for this client’s guests.  At large events, it is a safe-guess that guests will need varied menu options.

We love the happy exhaustion that comes from all the work of a large company picnic, association event, or fundraiser.  It was all made easier by a picnic planner for a large event that had done their homework.  Next year, let’s hope it is sunny!