Event Planning | DoubleTree by Hilton Evansville

Wedding & Event Planning Guide

    Begin Planning Your Evansville IN Wedding or Event Today

    When you plan your wedding, bat/bar mitzvah, quinceanera or other celebration at Evansville DoubleTree, you can be sure of one thing: You are not alone. Every tool you'll need - including event and wedding planning guides and event planning services by our on-site Event Specialist - is at your disposal.

    • Consider the size of the group, gender mix, ages of attendees, and any special needs.
    • Determine event dates. Some brides avoid dates that coincide with holidays.
    • Are the dates and/or days of the week firm or flexible?
    • Plan your wedding or event in advance to secure the most desirable venue.
    • Create an outline for each phase of the event including activities, expected attendance, seating arrangements, required setup times, starting and ending times, and audiovisual and production needs.
    • List food and beverage requirements for each occasion, including meals, receptions and pre-event showers.
    • Set up guest room blocks for out of town attendees. Use HiltonLink to create your custom event landing page and take the stress out of managing rooming lists and reservation questions.
    • Consider air and ground transportation needs.
    • Plan entertainment and recreation needs and group activities. Our Evansville Event Planning Specialists can provide recommendations for local activities and entertainment.
    • Prepare a timeline for producing invitations and receiving RSVPs.
    • Designate a person to assist with pre-planning and on-site coordination.
    • Schedule ancillary services: officiant, photographer, DJ or band, and bakery for wedding cake.
    • Schedule an appointment with the DoubleTree Evansville Wedding Specialist to discuss rehearsal dinner, ceremony, and reception venue options.
    • Determine which expenses will be assumed by the meeting or event sponsor and by the attendees.
    • Create a balance sheet listing expenses for all functional areas of your wedding, such as air and ground transportation, accommodations for out of town guests, food and beverage, entertainment and recreation, taxes and gratuities, service charges, audiovisual equipment and production costs.
    • Build in a contingency fund for unanticipated, last minute expenses.
    • Designate a backup person for assistance with financial matters the week of your event such as delivering final payment to caterers before the reception.
    Making Cost-Effective Choices
    • For rehearsal dinners and bridal showers, evaluate the cost and time savings for a small group to eat in a private section of the restaurant, as opposed to having a catered meal.
    • Write out the due dates for guarantees. Typically, guarantees are due 48 to 72 business hours prior to the event.
    • Specify the "overset" in the contract. An overset is the number of people beyond the guaranteed number for which the facility will set tables and places. This amount varies from 0 to 5% or more; the industry average is 3%.
    • You will usually be billed for the guaranteed number or the number served, whichever is greater.
    • Find out what service charges and/or gratuities will be added to the price of the meal and taxed, to avoid any surprises.
    • Don't compromise on quality. However, if your budget is restrictive, consider reducing the number of food functions you are planning for your meeting or event or consider planning your event on a Friday or Sunday.
    • Consider flowers, decorations and entertainment. Your Event Planning Specialist can provide ideas for upgraded table and room decor, vendor recommendations for floral arrangements, and quality entertainment.
    Planning the Meals
    • At events offering food and beverage service, allow enough time for guests to eat leisurely, socialize with friends and family, and enjoy all presentations or ceremonies, if there are any involved.
    • Generally allow 30 to 40 minutes for breakfast, 45 to 60 minutes for lunch, and 20 minutes per course for dinner. For refreshment breaks, allow a minimum of 15 minutes for up to 100 people, 30 minutes for up to 1,000 people and 30 to 45 minutes for groups larger than 1,000.
    • Consider a luncheon buffet for small events such as rehearsal dinner or bridal showers. Buffets offer variety and faster service.
    • Most facilities allow one server for every two tables, for standard, three- or four-course meals. Check with the facility to determine if there will be additional labor charges for the extra servers.
    • Always plan to serve a variety of foods during cocktail receptions.
    • Provide one bartender for every 75-100 people.
    • Offer nonalcoholic beverages in addition to beer, wine and premium liquor.
    • Consider donating leftover food to homeless shelters or distribution organizations for the needy.
    View DoubleTree's Banquet Menu
    MEETING ROOM SPECIFICATIONS
     BanquetTheatreClassroomReceptionExhibitsSq. Ft.
      Grand Ballroom36465040060032 (10' x 10')6,480
      Salon A128208150200n/a2,112
      Salon A/B256424275400n/a4,224
      Salon B128216150200n/a2,112
      Salon B/C/D256370150200n/a4,224
      Salon C647775100n/a1,152
      Salon C/D128154150200n/a2,112
      Salon D647775100n/a1,152
      Pre-Functionn/an/an/a350n/a4,176
      Cresent486440n/an/a651
      Valley486440n/an/a588
    Download complete meeting space capacity and layouts.
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