Event/Name
Type (reception, holiday party)
If a wedding reception, are the reception and wedding held at the same location? Yes/No
Event date : Day:
Facility Name:
Facility booking Reserved on: Booked on:
Does the facility have a kitchen? Yes/No
Facility contact Name: Phone:
Facility address Date: To whom:
Authorized Contact Phone/MoblileFax/e-mail:
Person allowed to request changes Name: Phone/MoblileFax/e-mail:
Hours
Event hours Beginning: End:
Set-up through clean-up Beginning: End:
Food delivery Dropped off / Served
How will food be served? Buffet / Sit-down / Passed appetizers
Wait Staff Number:
Bartenders Number:
Deposit Required Yes / No
Date required:
Amount Amount: Date paid:
Payment method Check / Visa / Mastercard Number:
Cash Other:
Contract
Received Date:
Reviewed and noted changes or corrections Date: Sent changes to Food Lovers'Catering Date:
Received revised contract Date: Signed and returned contract Date:
Guest count – initial estimate Number:
Estimate to Food Lovers’ Catering(two weeks in advance) Date: To whom:
Firm count to Food Lovers’ Catering (one week in advance) Date: To whom:
Final payment (one week in advance) Amount:
Date paid: 		Payment method Check / Visa / Mastercard Number:
Cash/Other:
Use this checklist to plan your event and to note who is to provide each item.
Items name Order
Quantity		 Preparation
Instruction		 Provided
by
  Total: Remarks: Important: Clients/Home/Others
Appetizers
Entrees 


Soup/Salad
Sides
Other

Dessert/Wedding/ Cake
(Remember plates)



Floral



Entertainment



Miscellaneous



Waiting Staff



Non-Alcoholic Beverages  ***



Alcoholic Beverages***



Tables,Seating,and Decoration  ***



Others




PRE-PLANNING
Theme
Timeline (schedule of all events)
Guest List
Guest Numbers
Budget Min/Max
Date/s
Location / Venue (availability, cost, size, dance floor, service charges)
Transportation air to/from hotel to/from event(s)
other
INVITATIONS
Invitations (theme appropriate, RSVP date}: Yes / No / N/A
Compile Guest List: Yes / No / N/A
Select Stationary, Printer: Yes / No / N/A
Create Message: Yes / No / N/A
Print Invites: Yes / No / N/A
Mail Invites: Yes / No / N/A
Track RSVPs: Yes / No / N/A
FOOD / CATERING
Decide Service – Silver / Buffet / Canapés etc: Yes / No / N/A
Choose Menu: Yes / No / N/A
Dietary/Special Requests: Yes / No / N/A
Confirm Details: Yes / No / N/A
RENTAL REQUIREMENTS
Tables – Size and Shape: Yes / No / N/A
Chairs – Type: Yes / No / N/A
China/Plasticware, Cutlery and Glasses: Yes / No / N/A
Linens: Yes/ No/ N/A
Marquee / Outside Enclosure: Yes/ No/ N/A
Lighting: Yes / No / N/A
Weather Considerations (heaters, fans): Yes / No / N/A
Cooking / Heating: Yes / No / N/A
Refridgeration: Yes / No / N/A
Toilets: Yes / No / N/A
Generator: Yes / No / N/A
ENTERTAINMENT
Band / DJ: Yes / No / N/A
Adult Activities (theme appropriate, references): Yes / No / N/A
Selection (appeal, safety): Yes / No / N/A
Children's Activities (theme appropriate, references): Yes / No / N/A
Selection (appeal, safety): Yes / No / N/A
Arrange Supervision: Yes / No / N/A
DECORATIONS
Select theme: Yes / No / N/A
Entrances and exits: Yes / No / N/A
Flowers / centerpieces: Yes / No / N/A
Place Settings: Yes / No / N/A
Table Settings: Yes / No / N/A
Additional Decorations: Yes / No / N/A
ADDITIONAL CONSIDERATIONS
Photographer: Yes/ No/ N/A
Exhibits, displays: Yes/ No/ N/A
Videographer: Yes / No / N/A
Security (References): Yes / No / N/A
Technicians for equipment: Yes / No / N/A
Medical Emergency: Yes / No / N/A
Security: Yes / No / N/A
Parking and/or Valet parking: Yes / No / N/A
Lighting (stage, buffet, bars, decor:) Yes / No / N/A
Audio / Visuals: Yes / No / N/A
Props / Staging (theme appropriate): Yes / No / N/A
Giveaways (door prizes, each guest): Yes / No / N/A
Insurance - vendor insurance required - collect certificates: Yes / No / N/A
Spare Bulbs, Electrical Cables, Adaptors: Yes / No / N/A

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