One-Day Event Planning
This is a guide for planning a one-day event for the Santa Rosa Wine Club. It is based on more than thirty years experience and is intended to help members successfully plan, organize, and execute a one-day club event. Questions should be referred to the vice president.
Tell the vice president the month you want to produce your event and the venues you are considering in order to verify that other members are not planning an event at the same locations you have selected. Saturday is the preferred day for one-day events, although we have had success with mid-week events, as most of our members are enjoying retirement. If Sunday is the selected day, please respect the hours before noon for members who are regular church attenders.
Consult with the cellar master to determine the types of wine the club may need to purchase to support the event. Also discuss the planned budget for wines and the potential for including wine purchases when negotiating with the event venue. Commitments about wine purchases must have the concurrence of the cellar master.
Look for locations that have some unique characteristics. Ask the winery staff to speak about the uniqueness of the winery during our group's visit. Consider including a garden tour, art display, or food/wine related establishment. If the event will include more than one venue choose places in close proximity whenever possible. Travel time is a critical planning consideration.
Have a contact person at each venue who is in a management position and who has authority to make commitments. Get the name, phone number, fax number and e-mail address of the contact person. Also, get the web site address of the facility so it can be included in communications with our members.
Discuss parking, the size of our group, time of visit, and what facilities are available for the club to use for lunch. When the itinerary is established, write a letter/contract clearly stating all pertinent information and agreements reached. Have it signed by the contact person.
The letter/contract should include your name, phone number, e-mail address, date, times, wine discounts you have negotiated, fees and all significant details about the planned visit. Give the contact person at each venue a copy of the document so they will know how to reach you.
Tell the vice president the month you want to produce your event and the venues you are considering in order to verify that other members are not planning an event at the same locations you have selected. Saturday is the preferred day for one-day events, although we have had success with mid-week events, as most of our members are enjoying retirement. If Sunday is the selected day, please respect the hours before noon for members who are regular church attenders.
Consult with the cellar master to determine the types of wine the club may need to purchase to support the event. Also discuss the planned budget for wines and the potential for including wine purchases when negotiating with the event venue. Commitments about wine purchases must have the concurrence of the cellar master.
Look for locations that have some unique characteristics. Ask the winery staff to speak about the uniqueness of the winery during our group's visit. Consider including a garden tour, art display, or food/wine related establishment. If the event will include more than one venue choose places in close proximity whenever possible. Travel time is a critical planning consideration.
Have a contact person at each venue who is in a management position and who has authority to make commitments. Get the name, phone number, fax number and e-mail address of the contact person. Also, get the web site address of the facility so it can be included in communications with our members.
Discuss parking, the size of our group, time of visit, and what facilities are available for the club to use for lunch. When the itinerary is established, write a letter/contract clearly stating all pertinent information and agreements reached. Have it signed by the contact person.
The letter/contract should include your name, phone number, e-mail address, date, times, wine discounts you have negotiated, fees and all significant details about the planned visit. Give the contact person at each venue a copy of the document so they will know how to reach you.
FINANCES
Remember, everything is negotiable. Inquire about purchase discounts, but be careful not to make commitments about how much wine will be purchased, either by members or by the club. The cellar master will decide what wines, if any the club will purchase. The “deal” you negotiate should be in writing and signed by the contact person. Your contact person may not be present on the day the visit actually happens. Therefore, it is important to bring the signed agreement on the day of the outing to enable clear communication with the person in charge on that day.
Once all costs have been determined , calculate the per-person costs for the event (be sure to include tax, tip, and applicable miscellaneous charges). Remember, club policy is that each event must be paid for by the members and guests attending the event: pay-as-you-go. Charge a higher fee per person for guests, usually five dollars. The guest premium charge is to compensate the club for administration and prior wine purchases.
Prepare a budget showing expected income and expenses based on the projected number of participants. The event plan and budget must be submitted to the board for approval before event details will be announced to the membership, usually 45 days but not less than 30 days prior to the event. Here is a link to the suggested event budget format: Budget Template
It is club policy that members must RSVP and pay for an event by the date announced on the club website. Cancellation refunds will not be granted after the announced RSVP date.
Exceptions to club policy may be granted at the discretion of the board.
Remember, everything is negotiable. Inquire about purchase discounts, but be careful not to make commitments about how much wine will be purchased, either by members or by the club. The cellar master will decide what wines, if any the club will purchase. The “deal” you negotiate should be in writing and signed by the contact person. Your contact person may not be present on the day the visit actually happens. Therefore, it is important to bring the signed agreement on the day of the outing to enable clear communication with the person in charge on that day.
Once all costs have been determined , calculate the per-person costs for the event (be sure to include tax, tip, and applicable miscellaneous charges). Remember, club policy is that each event must be paid for by the members and guests attending the event: pay-as-you-go. Charge a higher fee per person for guests, usually five dollars. The guest premium charge is to compensate the club for administration and prior wine purchases.
Prepare a budget showing expected income and expenses based on the projected number of participants. The event plan and budget must be submitted to the board for approval before event details will be announced to the membership, usually 45 days but not less than 30 days prior to the event. Here is a link to the suggested event budget format: Budget Template
It is club policy that members must RSVP and pay for an event by the date announced on the club website. Cancellation refunds will not be granted after the announced RSVP date.
Exceptions to club policy may be granted at the discretion of the board.
FOOD SERVICE
Find out if any of the venues have food service and/or eating areas that would work for our group. Is there a charge for use of the eating or picnic area? Do they have preferred caterers or can you use any caterer you choose? Are tables and chairs available for free or do they have to be rented from an outside vendor (this is costly). What about tablecloths -- are they provided or do you have to rent them? Are there service charges (taxes & tips)? Consider restaurants in the vicinity. Also talk to caterers about box lunches which you can pick up and bring (or have delivered) to the site if the winery has an area for dining. Ask if wines consumed with lunch can be discounted. Get a signed agreement that includes menus and all inclusive food service prices.
Find out how far in advance of the event date the caterer will need a final guaranteed meal count. Normally, when you call in this “guarantee” on the date set by the food provider, you can increase the count right up until the day before the event -- but you can not decrease it. Ask the food provider how this works for their establishment. Guarantee policies vary. Therefore, it is important to understand policies and have specific details in writing on the agreements you sign. It is usually a savvy idea to provide a conservative number when you have to provide the guaranteed number; you can always raise it a day or so before the event. If someone cancels a few days before the event you may be forced to pay for their meal, admission fee or whatever.
TIMETABLE
When you set up the itinerary, be sure to allow time for purchasing wine and travel time between the places to be visited. Once the itinerary is set, provide the secretary written information about the event at least 45 days prior to the outing. Include names, complete addresses and phone numbers of places we will visit and driving directions. You should also include web site addresses (URLs). Set a RSVP deadline date by which time reservations need to be returned to the SRWC treasurer. Remember, the secretary needs time to prepare event announcements and time is needed for members to respond with their RSVP.
After the RSVP deadline date check with the treasurer to get an accurate count of attendance.
Reconfirm all plans with each venue a week prior to the event. Advise them of the final group size. Call in menu choices and guarantee the number for meal service according to your written agreement with the food provider.
Thank you for your time and effort planning an event for the Santa Rosa Wine Club. Your work is greatly appreciated. Member participation is what makes our wine club successful.
Finally, happy planning and don't hesitate to call on the vice presidents or any club officer for advice and counsel. This is meant to be an enjoyable experience for everyone, including the planners.
Updated 1-22-20
Find out if any of the venues have food service and/or eating areas that would work for our group. Is there a charge for use of the eating or picnic area? Do they have preferred caterers or can you use any caterer you choose? Are tables and chairs available for free or do they have to be rented from an outside vendor (this is costly). What about tablecloths -- are they provided or do you have to rent them? Are there service charges (taxes & tips)? Consider restaurants in the vicinity. Also talk to caterers about box lunches which you can pick up and bring (or have delivered) to the site if the winery has an area for dining. Ask if wines consumed with lunch can be discounted. Get a signed agreement that includes menus and all inclusive food service prices.
Find out how far in advance of the event date the caterer will need a final guaranteed meal count. Normally, when you call in this “guarantee” on the date set by the food provider, you can increase the count right up until the day before the event -- but you can not decrease it. Ask the food provider how this works for their establishment. Guarantee policies vary. Therefore, it is important to understand policies and have specific details in writing on the agreements you sign. It is usually a savvy idea to provide a conservative number when you have to provide the guaranteed number; you can always raise it a day or so before the event. If someone cancels a few days before the event you may be forced to pay for their meal, admission fee or whatever.
TIMETABLE
When you set up the itinerary, be sure to allow time for purchasing wine and travel time between the places to be visited. Once the itinerary is set, provide the secretary written information about the event at least 45 days prior to the outing. Include names, complete addresses and phone numbers of places we will visit and driving directions. You should also include web site addresses (URLs). Set a RSVP deadline date by which time reservations need to be returned to the SRWC treasurer. Remember, the secretary needs time to prepare event announcements and time is needed for members to respond with their RSVP.
After the RSVP deadline date check with the treasurer to get an accurate count of attendance.
Reconfirm all plans with each venue a week prior to the event. Advise them of the final group size. Call in menu choices and guarantee the number for meal service according to your written agreement with the food provider.
Thank you for your time and effort planning an event for the Santa Rosa Wine Club. Your work is greatly appreciated. Member participation is what makes our wine club successful.
Finally, happy planning and don't hesitate to call on the vice presidents or any club officer for advice and counsel. This is meant to be an enjoyable experience for everyone, including the planners.
Updated 1-22-20