Organizing a Banquet for Chapters

Emily Wolf
16 minutes ago
3 min read

The struggle of planning events, regardless of size, is not a small task that can be left to any one person. Underneath the superficial level, banquets are more than a simple formality or networking dinner at the end of a successful HOSA year. It is an opportunity to celebrate those of your HOSA family who persevered through challenges, achieved the impossible, or simply learned new skills. Behind the practical tasks of a banquet, the neat tables and seamless celebration, is a plan that requires foresight, collaboration, and passion to understand what makes the HOSA community thrive.

Any event has a goal, but for banquets, they serve a purpose. A chapter banquet can serve countless functions. Here are some to get officers thinking:

Celebrating competitors
Inducting officers
Congratulating members for their achievements

Indiana HOSA’s mission emphasizes the need to prepare students for the future of healthcare through leadership development and service, so it’s important that each chapter’s banquet event reflects that mission. The purpose behind a chapter’s banquet should never solely be to enjoy food but to establish a sense of belonging and pride, not only in accomplishments for competitive events but as a whole organization.

Once establishing a purpose is completed, logistics of the event come after. Location, location, location. Choosing a clean, fun, and memorable venue is undoubtedly a critical choice. Many chapters typically select school cafeterias, halls, or community centers if a chapter is big enough. Accessibility should also be prioritized, locations with near hallways, and accommodations for students with disabilities, helps ensure that everyone feels deserving and welcomed to the banquet. However, it is a fact that chapters run on a budget so that will play an important role here. Renting a fancy venue or ballroom will undoubtedly add a bit of elegance to the banquet, however, this should not force the chapter to cut corners on other aspects of the family, awards, decorations, or food, as it’s simply not worth the cost.

Food is obviously a main attraction and excitatory for many members of HOSA, but it should be planned with thought, along with every other aspect. HOSA brings together many different people of diverse backgrounds, and dietary restrictions should immediately be taken into account. Not only is it a sign of inclusivity and respect, but a sign that the host of an event cares for their guests and members. Offering vegetarian, vegan, gluten-free, and allergy-conscious options displays the chapter’s thoughtfulness and care. Regardless of the banquet’s style, the key to balance is good quality, affordability, and consideration for all guests and members.

Next on the list of how to make this a banger of an event is to keep the flow moving. A successful banquet must avoid forcing their members or guests to feel bored or that the event is drawn-out and almost overly scripted. Recognitions have the chance to be an informal, fun way of commemorating those who shed sweat and tears to earn their spot at the top, so this should be meaningful but not monotonous to gain the crowd's attention. Additionally, a powerpoint or short video highlighting different moments and events can bring the evening some warmth and family aspects. This leads right into the atmosphere of each chapter’s banquet. Decor can contribute more than people might expect. HOSA’s official colors of navy blue, medical white, and maroon are an easy and strong choice to follow through; however, your chapter or school’s colors can also help. Paired with tablecloths, centerpieces, and backdrops, a banquet like that has the potential to be the best. Though some of these details may seem small, the reinforcement of professionalism can elevate the entire meeting and potentially each member’s day.

Earlier, there was a mention of budgets, and as we all know, banquets or other large gathering events can strain a chapter’s budget, especially if it aims to provide a memorable experience. Therefore, fundraising deserves special attention. Local small businesses or healthcare organizations may be willing to set forth a small sponsorship in exchange for recognition in the program or on banners. Selling tickets can also offset the costs, however, keep in mind affordability since you do want this to remain accessible to all students.

Last but absolutely not least remains the human element that cannot be overlooked. A banquet is evidently a semi-formal event, so this will be a place where students laugh with their friends, parents video their child with pride, and advisors can see the fruit of their hard work. A good way to boost this feeling is giving the opportunity for guests and members to include personal stories or reflection more than the officer team simply giving their formal remarks. For example, a senior sharing how HOSA has impacted their career choice of becoming a nurse, or a member retelling a funny story of their hotel stay, will connect the audience in a way that formalities could never.