It is important to confirm the date and location of the event, in writing, well ahead of time.

For each event, particularly major events, there should be a Dinner Committee, comprised of several members. At least one should be a professional member (often the Vice Conseiller Culinaire), and one should be designated the Wine Chairman.

The Executive Chef should be present at that part of meetings when the theme and menu are discussed.

Chaîne policies are designed to effect orderly food and wine service. As some of these policies may contradict the usual restaurant services practices, they should be reviewed and discussed with the management and staff before the dinner takes place.

Sometimes a Bailli, or the Event Chairman, finds it beneficial to meet with the entire staff to review Chaîne policies and give them a pep talk. This should be scheduled at the convenience of the host establishment at a time when the majority of the staff can be assembled, which may be several days before the event.

Unless it is too disruptive, the Bailli, Event Chairman, and the Wine Chairman should feel welcome to step into the kitchen briefly as the event progresses to motivate and compliment the kitchen staff.

After an event takes place, the professionals in charge should be asked how they felt about their event and if they feel there are ways the event might have been improved (general feedback from members can be provided to them at this time too). This is also a good time to ask what they feel are the pros and cons of hosting a Chaîne event. Positive testimonials can be put to good use in recruiting other professional members.

After an event, besides writing to thank the management, write the chef a special letter (with a copy to management). Chefs like to have such letters for their personal files.

Themes and menus

Remember, a chef likes to showcase dishes he does especially well. If you have an unusual theme in mind, be sure the chef is enthusiastic about working with it. Don’t have too many preconceived ideas yourself, but, rather, allow the chef to make suggestions. Invite the chef to design one or more menus for consideration rather than imposing a menu on him or her. It is always well, however, to state member preferences and expectations and to review recent bailliage events with the chef so that each event will be unique.

Pitfalls to avoid in selecting a menu and wines include having a theme similar to one recently used, duplicating flavors, textures, and presentation styles within courses or from course to course, selecting untried wines, and selecting wines which may prove unavailable.

Who selects the wines and who is in charge of wine service?

That all depends. In a hotel, the Food and Beverage Manager is usually very much involved. Sometimes, the chef will want to have a major voice in the selection as it is the chef who knows intimately the dishes with which the wines will be matched. If a bailliage has a wine cellar, at least some wines may be selected from the cellar. Otherwise, they may be taken from the host establishment’s inventory or be obtained from a distributor. In some situations, however, one of the bailliage’s members may be particularly knowledgeable about wines and may, as well, have useful connections. This person, then, may play an important role in the decision making and procurement. As in planning any other aspect of events, the bailliage and host establishment should consider themselves partners in dealing with these questions.

To cut down on expenses, it is obviously of benefit to try to secure donated wines, or, at least, wines at cost.

Knowing best the drinking habits of the bailliage’s members, the Dinner Committee or Wine Chairman will want to be certain sufficient wine is obtained. The bailliage will also want to see that an accurate inventory is kept of what is consumed, that the wines are properly opened and decanted (if necessary), and that the wines are served at the correct temperature. The evening of the event, the Wine Chairman should be consulted before opening additional bottles over an agreed upon number deemed suitable.

A practice used by some bailliages is to appoint one person at each table the designated taster.

Negotiating a price

From the point of view of the host establishment, a Chaîne function is a commitment of time and human resources. Finances are always a consideration, so it is important that a relationship is established at the offset with the person who has negotiating authority. At a large hotel, this is always the General Manager and sometimes the Food and Beverage Manager.

Bailliages have their own various historic precedents in negotiating, so only general guidelines can be furnished. However, most would no doubt agree that their primary goal is to provide an outstanding dining experience for their members, at a price they can afford and one for which they feel they receive appropriate value for money expended, while, at the same time, creating a mutually satisfactory relationship with the host establishment so their business will be welcome in the future. Expect to pay your professionals fairly for what they provide, but accept graciously if they want to include extras at their own expense.

At the initial meeting, be sure to give the host establishment guidelines, such as a ballpark figure you have in mind paying, and enumerate what this figure should include. As negotiations progress, be sure every aspect of the event that involves money is clearly agreed upon in advance, in writing, so that hard feelings due to misunderstandings don’t result after an event takes place.

Many chapters like to schedule events on Fridays and Saturdays, yet these may be the worst days as far as bottom line oriented professionals are concerned. They may not need your business on a day when booking something like a wedding would generate a substantial profit. Consider, instead, requesting a week night, and you may be able to negotiate a better price. In other words, consider using their “down time” to their advantage and yours. Remember, however, that an inducting officer’s availability must be considered when scheduling an induction dinner.

Early Sunday dinners, starting perhaps at 4:00, work well for some bailliages, especially those that comprise a large geographical area. Restaurants like the timing (it’s often their “down time”), more professional members may be able to attend, and everyone is home at a reasonable hour to prepare for the work week.

Keep in mind that pricing is less important, and people are willing to pay more, when events are special. A weekend trip, with diners at highly acclaimed restaurants, is an example.

The pre-event dinner

Pre-event dinners are strongly advised. They provide an opportunity to try out the menu and wines together to see if any changes should be made. The dinner should be scheduled well in advance of the event itself and should include those most intimately involved with its planning. The need for a pre-event dinner should be clearly stated at the initial meeting of the bailliage at the host establishment and agreement reached on how its cost will be covered.

Having each participant make notes, course by course, can be helpful in arriving at a clear consensus at the conclusion of the meal.