Popping The Cork To Party Managing.

By Aaron Kaniecki

First of all let me apologize for being absent from blog writing for such a long time. But I am back and ready to attack!

So life with Good Gracious! is moving along nicely. I have worked some fantastic events, and have seen them executed with such precision. After feeling I have gained enough on site experience, I wanted to tackle the world of party managing.

The opportunity was presented to me by Dan Smith, who thought I could take care of his event while he was away in Louisville Kentucky for CaterArts 2011.

The event was in truth basic, but a vast number of people…. Well for what I am used to anyway. It was for 300 people in the morning for breakfast, followed by 550 people at lunch time. It was to be held at the Directors Guild of America, for a conference called Digital Day, where camera manufacturers and other "digital concepts" would show off their ground breaking technology. Pretty cool actually...



As it was my first time managing an event, I wanted to be let in on everything… every bit of information I could get my hands on, so I could feel prepared going into the event. But of course this is catering… and nothing ever goes according to plan.

So I went with Dan to the venue for the rental installation, where I pick up a copy of the floor plans, made extensive, unnecessary notes, and worried myself into a panic. Great start.

Seeing so many tables being carried in, being placed in a specific spot, being a certain size and shape and having a given purpose was intimidating. I had to know every detail. Of course this is just the bread and butter of planning, the very basics, but when you get told this is YOUR responsibility, you start to worry just a little bit.

Upon returning to the office, the dust was able to settle, and I took some time to go over the floor plan, and get my own timeline going. On the diagrams in front of me, I was trying to see the flow of the party, how I can make it easier on us, and who I can delegate to what job.

No harm in being prepared.

As the people in the industry know, catering is all about adapting to your surroundings. So no matter how much planning and preparation you do, tinkering will need to be done.

So bright and early I arrived at the event site, where the GG! truck was waiting for me. I took a deep breath, and dove straight into it.

Now the people who were working with me on the event were all very experienced. And of course they couldn’t help but make fun of me and say how “Our Aaron is growing up…”



I guess they weren't far wrong with that statement!? I mean look at the picture! From a spiky hair do that could take someones eye out, euro, scruff look, to the "new" "mature" "handsome" "dashing" "Americanized" Gentleman...

Personally, I want to be the best. I want to be at the top and pride myself on knowing what it is like to do every job. From selling a party, to serving a beverage, scraping scraps off plates, to dealing with a fussy eater. I want to have an understanding of every role so I can relate to the people at hand.



Of course by doing this, you develop relationships and a comradery between you and your colleagues, and as I found out in my recent endeavor as a party manager, it makes it difficult to speak to them as a superior. Though the individuals I did work with that day were supportive and understood the importance of the opportunity given to me. So that made life a little easier... Thanks guys.

So, back to the event… I established the initial connection with the client, and then proceeded to delegate the duties among the staff accordingly.

Breakfast was nice and steady, with the buffets looking nice and full, the green room getting the VIP treatment, and of course the client getting special attention.

We then had the gap between lunch and dinner where there was a chance for us to grab some food and prepare for the lunchtime rush. Again a chance to delegate, communicate, and react to what ever problems may occur.

It took me a while to get into my stride and to appreciate the position I was in, but eventually I got over the fear of asking people to carry out certain jobs, and it became second nature.

The event ended with the client feeling very happy about the day’s event, complimenting both the food and service. It is nice to hear that as a floor assistant, but it is especially nice when you are a party manager. You feel a great sense of achievement and pride for the job you have just carried out.

I then proceeded to do a final walk through to ensure we had everything, and that the venue was left in immaculate condition. Small details like this was taught to me by Patrick Sullivan, he stresses that there is always someone that needs something, even when the event is over, so get out there, ask, and do the extra thing. That’s what separates you from the rest.

To summarize, a solid first attempt at being a party manager. I just hope the higher authorities (Good Gracious! President Pauline Parry my wonderful, amazing, intelligent, guru, diva, awesome boss) were pleased with my efforts and offer me more opportunities in the future! Let’s keep this ball rolling!

NOTES:

• To become a party manager you need to detach yourself from friends and become colleagues. Have respect for individuals and the positions they hold.
• Ensure the client is taken care of and realizes you are making a conscious effort.
• Don’t write millions of notes in a panic which you won’t be able to read later on, this will only lead to a second state of panic. STOP PANICKING!
• Experience in other areas helps your confidence…. So get scraping some plates!

20, 200, 350, 700...

Aaron Kaniecki - Rising star of GG! Events

B. E. T, formally known as Black Entertainment Television, was having a premier event, which was to feature two new programs. One called “Let’s Stay Together” and the other; “The Game”

As the saying goes, “When one door closes, another one opens” And in catering we believe this to be the case…. At least that’s what we think…

This event for BET couldn’t be a better example of just that.

With the New Year beginning, we wanted to hit the ground running, and our calendar for January looked pretty good. Our creative director Dan Smith had a small event in the first week for twenty people, which was pretty much ready to go. Then, out of no where it was canceled… Great, not even a week into the year and people are canceling parties…The door was closed on that one.

Then, another opened…

In the form of a telephone call from the television network BET, asking for us to design and cater for their premier event in the Directors Guild of America for 200 people. Now that’s an improvement!

What was great for me is that Dan asked me to go along to the walk through with the client, which was in fact only two days before the actual event.

So on the walk through we went, the client was very easy to work with, they just told us what they perceived as the ends result, and we can do whatever we want in order to make it happen.

They said "we heard that you are the best, so we trust your judgment" That's refreshing to hear...

So we were talking through some details, when the DJ for the event arrived. He then asked a key question… How many people again? The client turned round to Dan and I slowly saying “oh yeah… I need to mention something about that… its gone up to 350..”

No problem on our end, we were loving the fact that the count had gone up. The extras then followed, a VIP lounge, bars, a dance floor, GOBO’s, florals, the lot!

Our Custom Made BET GOBO

Dan and I left the directors guild with cheeky smiles.

So back to the office we went, where phone calls had to be made to the relevant vendors to ensure we can in fact accommodate all the guests.

The day before the event arrives, and more of the same… phone calls, planning and organizing. Then, Just before Dan Smith was about to leave the office that evening, the phone rings…

“umm, Dan… The count has gone up again… up to 700 people…”

So back on the phones, we need more liquor, more food, more rentals, more everything! But of course being the professional company we are, we make it happen.

One thing the client did stress is that these people know how to party… so be prepared.

Party day arrived, and I went along to the event site with Dan to set up. There were several different companies, in the same space working together like a well oiled machine. The step and repeat area was up in no time, with the red carpet rolled out. The florist were ready to go, the rental company were bringing in furniture by the second... it was all coming together.

Time for the event.

The event kicked off, with the celebrities dripping in slowly but surely through the step and repeat area. Cameras flashing, people screaming out questions, not to mention the stilts.. sorry I mean heels the women were wearing. The women were walking about eight feet tall on the red carpet, with super short skirts and a can of hairspray.

The Step and Repeat area

They moved straight into the screening rooms so we could then set up buffets and champagne.

The event ran so smoothly, and great credit goes to Patrick Sullivan of GG! with his new Service system. Everyone knew where they had to be and when. No one was asking silly questions, no one was waiting for something to do, it just worked.

Patrick Sullivan's New Service Dynamic

When I agreed to be involved in this event, I thought BET was just another struggling network on American television, full of aspiring actors waiting for their big break… That just shows how naïve I am.

Before I knew it I was serving champagne to the likes of Brandy, Ray Jay, and Eriq La Salle… There were several other faces I recognized but I’m afraid I cannot recall their names!

Ray Jay and Brandy

The event was a hit, the food was going, the liquor was going quicker.. The DJ was playing music I have never heard of, yet everyone else in the room knew. At one point there was a rap song on, and I was trying to ask this lady, who must have been in her 60’s, if I could take her glass… I might as well of been talking to the plants. She had no idea I was there.. she had her eyes closed, head tilted back, swaying from side to side rapping every word from this song… that was an alien experience. After the sixth or seventh time of asking I just took the glass.

The DJ Booth

When I thought I had seen it all, the DJ then played a track called “Cupid Shuffle” And everyone from the age of 14 to 60 was on the dance floor in their stilts or extravagantly noisy shirts, getting down to this song. And for those of you who may not know the song, there is a dance to it, which every one of these people were doing, in sync, step for step.

The Cupid Shuffle

Of course being from a small town I’m not used to seeing such behavior. I couldn't help but watch... instead of concentrating on the glasses I was picking up, I was watching the dance WHILE picking up glasses!

The DJ then called it a day and started packing away his equipment, and for the GG! staff the breakdown was efficient as ever.

You know you have done your job, when the client comes running up to you, gives you a big hug, and says “I can’t wait till next time” And that’s exactly what happened….. To Dan.

It was a real pleasure to work with the clients and all other vendors involved, and I just loved being involved from start to finish. Let’s keep these parties coming!

KEY LEARNING NOTES:

• Be prepared for changes and to adapt at any given moment.
• BET is in fact NOT a small network; it is very much at large!
• 60 year old women know how to rap.
• Inform ALL vendors of any changes, even if you feel it might not affect them, so you are all on the same page.
• Patrick’s new service dynamic works!