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Once you have selected your caterer, use this worksheet to work out the details of your event with your caterer.
[ a .pdf version is available by clicking here ]
| General | |
| Name of Caterer: | |
| Contact Person: | |
| Address: | |
| Phone Number: | |
| Email Address: | |
| Web Site Address: | |
| Date of Event: | |
| Location of Event: | |
| Will the event be held indoors or outdoors? | |
| Address of the event location: | |
| Phone number of the location: | |
| Directions to the location: | |
| Is there a kitchen facility with ovens, refrigerators, and barbecues onsite? | |
| Comments on above: | |
| Scheduled time to hold the Hors d'oeuvres/Cocktails: | |
| Scheduled time to serve the meal: | |
| Scheduled departure time: | |
| Type of event:(wedding reception, rehearsal dinner, bridal shower, brunch, etc.): | |
| Type of service: (Formal Sit-Down, Buffet, or Family Style) -Formal Sit-Down: guests are seated at the table and served -Buffet: guests stand in a food line -Family: guests help themselves to food that is placed at the center of the table | |
| If Sit Down, what type of style? -American (or standard): the food is plated and portioned in the kitchen and the guest is served the plate of food while sitting down at the table -Russian: the food is plattered and the server portions and serves each guest a portion of the entrée, starch, and vegetable, served with a fork and spoon. -French: the food is carved and prepared tableside. The platters are presented to the guest and the guests pass and serve themselves. | |
| If buffet, does the caterer provide the servers or do they guests serve themselves? | |
| Hors d'oeuvres: will they be passed or are they stationary? | |
| Bar/beverage service: buffet bar service or bar service? | |
| Are bartenders provided, if so, will it be an extra charge? | |
| Who is supplying the liquor, water, ice, etc.? | |
| Do you provide cake cutting/serving service? Is it part of the basic package? If not, how much does the service cost? | |
| Do you provide the wedding cake, or should I hire an outside baker? | |
| If caterer provides the cake, is there an extra charge? If so, how much? | |
| Staff to Guest ratio: | |
| Staff Dress Code: | |
| Leftover policy: | |
| Menu | |
| Prior to meeting with your caterer, go over the menus. Select a menu from their sample menus or request a custom menu. | |
| Discuss the style of food preparation. Are their ingredients/produce fresh? Do they sub-contract with other chefs/bakeries? | |
| Discuss the size and portions with your caterer: | |
| Menu selected: | |
| Hors d'oeuvres: | |
| Main course: | |
| Salads: | |
| Side dishes: | |
| Breads: | |
| Dessert: | |
| Beverages: | |
| Budget | |
| Total Catering Budget: | $ |
| Reception/Event Site: | |
| Initial headcount/number of guests: | |
| Final headcount: | |
| When is the final headcount due? | |
| Does the headcount include wedding professionals at the event (photographers, DJs, etc.)? | |
| Cost per guest: | $ |
| Special cost for children: | $ |
| Special cost for photographers, DJs, and other wedding professionals at the event: | $ |
| Gratuity included? If not, how much (in percent of final costs): | |
| Taxes? | $ |
| Deposit required? When is it due? | |
| How much is the deposit? | $ |
| May I make partial payments? | |
| When is the final payment due? | |
| Is the set-up and clean-up included in the final price? If not, what is the extra charge? | $ |
| What is the overtime charge? | $ |
| What are the costs for alcohol and beverages? | $ |
| Are bartenders/corkage provided in the basic package? If not, what is the extra charge? | $ |
| Do you provide linens, tables, chairs, china, glassware, silverware, serving accessories, etc.? | |
| Are the above items included in the basic price or are they extra? If extra, how much? | $ |
| Do you provide rentals, or are they from another company? | |
| Wedding cake: included in the basic package? If extra, what is the extra charge? | $ |
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