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SET THE DATE/ INVITATIONS
Set a date at least 2 weeks ahead of time. A bit more time may be required when planning an event that needs more preparation and shopping – however, sometimes being impromptu is the secret to the most successful gatherings!
Invitations can be as formal or informal as you’d like. For smaller gathering, a phone call is perfect. When placing a simple phone call, Francesca advises based on her experience, “As the host, I am placing a personal call to my guests in the evening or at a time when I know they will be home! Because we are extending the invite via telephone, I want to be sure to express my enthusiasm and also. Inquire if the date and time are convenient. By inviting a few guests, I am able to accommodate any changes, without throwing the entire party off. If one guest is arriving a bit later I know how to time the food. Also, if a couple need to leave early, I know when to place dessert out!”
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CREATE THE MENU
Create and write the menu. Be mindful of the concept/theme, the season, availability, cost and the style of service of your party (plated vs. buffet vs. family style). Select recipes that make sense for the number of guests as well as the serving pieces and plates that you have. Pair up the bar menu with the food.
In Italy, meals follow a certain format. Antipasti, or appetizer, is the first course that is served. Primi is the second course that is served and consists of soup or pasta, gnocchi or risotto. Secondi is the third course is considered the main dish and usually consists of meat or fish. In Italy, this course does not normally come with vegetables. Finally, last but not least, is dolce, which is the ‘sweet’ course. In Italy, dolci can also include fruit, nuts and cheeses.
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SHOPPING
When shopping for hard-to-find or unique ingredients, Francesca makes friends with the experts. “Personal interaction is the only way I interact with my vendors at work. Growing up in the restaurant business, I watched as my family cultivated personal relationships with the produce merchant, fish monger, butcher and bread man. I encourage all to call the specialty stores in advance to see if they have what you need. This will not only expedite the shopping time but also allow for a more personal one on one relationship with the merchant. A quick call is also a way to insure a great product. Speak to the butcher for example directly. Introduce yourself and let him know that you will need elements for a mixed grill, ask them what is the best time to stop by and if they can your order ready.
For easy, no stress impromptu entertaining, keep certain ingredients in the pantry at all times. “A hunk of Parmigiano Reggiano Cheese, of which the rinds can always be used to enhance stocks and soups, artisanal breads like my favoriate ciabatta from Sullivan Street Bakery in NYC, Barilla pastas and sauces, course sea salt and a jar of good hot crushed red pepper are some of my pantry items,” shares Francesca.
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SET THE TABLE
Sketch out how you would like your table to look – for example, centerpieces, individual place settings and accessories. Francesca notes: “I do this even for the most simple of dinners, as the visuals help me remember the wonderful things I have and want to use – like my great grandmother Carolina’s white linen table runner or those odd vintage bottles gathering dust on the top shelf of my cabinet.”
Francesca also advises to “be mindful of your inventory of Glassware, China and Flatware when planning a menu. It is more cost & time efficient to utilize existing accessories, rather than serve an entire menu that calls for elements you need to purchase.”
Table top: The kind of table depends on the mood and theme of your event. Some basic tips:
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Chargers are a great way to bring new life to your dinnerware
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Colored glassware instantly adds color to any table
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Candlelight is a must – it adds drama and elegance to any table
Table-top check-off list: Here is a comprehensive list of things to consider when thinking about your table:
Table Linens
Table cloth
Placemats
Table runner
Napkins
Napkin ring/ties
Serving napkins or dish towels
Centerpieces
Flowers
Decorative Table Props
Lighting/Candles
Escort Cards or Place Cards
Printed Menu cards
China/Dinnerware
Charger plates
First course plates
Pasta bowls
Soup bowls
Soup liners
Entrée plates
Salad plates
Bread & butter plates
Dessert plates
Serving Pieces
Platters
Barware
Water glass
Red wine glass
White wine glass
Dessert wine glass
Silverware
Flatware/pattern selection
Salad fork
Entrée fork
Salad knife
Entrée knife
Dessert fork
Dessert spoon
Teaspoon
Serving flatware
Other
Coffee service: sugar, creamer, pourer
Bread baskets
Salt & pepper mill
Wine coasters/wine baskets
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OUTFIT THE BAR
Three important things to remember when planning your bar:
o What to serve as guests arrive (specialty drink, prosecco, wine),
o What to serve with dinner (i.e. red and white wine selection) and
o What to serve with dessert
For a stress-free bar, Francesca suggests limiting your offerings versus a full bar, “Serve up two well-thought out specialty drinks in clear glass pitchers and surround them by assorted glasses on a try and your guests will help themselves. Mix the specialty drinks in larger jugs and keep in the refrigerator- this makes it really easy to replenish the
serving pitchers. Enhance your offerings with an easy wine and of course sparkling and still water.” Another helpful tip is to cut up bar garnishes in advance, like pinwheels of lemons and limes, olives and lemons.
Bar accessories check-off list:
Ice
Ice Bucket
Ice Tongs
Glassware
Decanters
Pitchers
Jugs
Chilling Tubs
Wine Key
Bottle Opener
Mortar & Pestle
Blender
Shaker
Jigger
Cocktail Napkins
Coasters
Straws & Stirrers
Garnishes
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HOSTING
Spending time with your guests is what they will most appreciate. Francesca recommends, “When planning your event, be aware of the cleanup; set a system in place or just make enough room in the kitchen for dishes after clearing so that you can enjoy your role as host. Joining your guests for conversation and laughter is one of the principal elements to master.”
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THE COUNTDOWN
2 weeks before:
o Determine your theme and menu
o Set the date and invite guests
o Conceptualize table décor & color palate
o Make calls to shop merchants for ‘hard-to-find” elements
o Sketch out how you would like your table to look – use the tabletop checklist in the general tips section to help you
decide what elements you would like to included
o Determine what serving pieces you will need
1 week before:
o Order flowers
o Write down your shopping list with quantities
o Purchase or borrow table top accessories
o Organize music and cue up CD player
2 days before:
o Shop for groceries and beverages
o Set out all glassware and bar needs
o Set the table in advance.
1 day before:
o Set out all serving platters & accessories, glassware and linens. Mark with a sticky note what each platter will be used for (“two rectangular platters for mixed grill meats”). Set in a clean area for easy access.
o Prepare any menu items that can be done ahead of time
Same day – a.m.:
o Pick up any specialty items that are best used the same day (i.e. fresh bread or flowers)
o Purchase or make extra ice
Same day – 3 hours before:
o Don’t forget to chill the wine and water
Same day – ½ hour before:
o Light candles
o Open wine
o Greet and welcome guests!
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