#1 Resource for planning a Corporate Event The.....
Catering Checklist
Courtesy
of Event-plannerwest.com
Personal catering considerations and questions:
Where are you located? _____________________________________________________________________
Are you an off-premises caterer? ______________________________________________________________
Do you have a permit? ______________________________________________________________________
Do you have a commercial kitchen? ___________________________________________________________
Is the caterer responsive to your needs?________________________________________________________
Is the caterer professional in appearance and actions? ___________________________________________
Does the caterer have an excellent and well-trained staff? ________________________________________
Have you tasted the caterer’s food? ___________________________________________________________
What person will actually be available at the event? _____________________________________________
Have you reviewed his portfolio and letters of recommendation? ___________________________________
Timing issues to consider:
Know the setup and tear down time for the facility ______________________________________________
Hours for: Cocktails/Refreshments; if a open bar, closing time? ___________________________________
Hors d’oeuvres; if butler-style, how often served? _____________________________________________
First Course (If there is to be a speaker, ___________________________________________________
Main Course during what course will he speak?) ___________________________________________
Dessert _________________________________________________________________________________
If a meeting/seminar, are refreshments being served? ____________________________________________
When? How often?__________________________________________________________________________
The different serving styles:
Informal versus formal ______________________________________________________________________
Hors d’oeuvres/butler- or buffet-style _________________________________________________________
Open seating versus reserved_________________________________________________________________
Sit-down dinner or buffet ____________________________________________________________________
Food stations; how many? ___________________________________________________________________
Menu issues to consider:
Type of food _______________________________________________________________________________
Hot or cold food; both? ______________________________________________________________________
Variety of menu; is there a choice of entrees? ___________________________________________________
Uniqueness ________________________________________________________________________________
Quality ___________________________________________________________________________________
Number of courses _________________________________________________________________________
Theme-related foods ________________________________________________________________________
Special dietary requirements available _________________________________________________________
Beverages considerations:
Restrictions; beer, wine, champagne and alcohol ________________________________________________
Host or no-host bar _________________________________________________________________________
Full bar? Premium bar? Well bar? _____________________________________________________________
Include mixes, cocktail napkins and glasses? ___________________________________________________
Alcohol beverage licensing/permits; caterers or site? _____________________________________________
Liquor liability insurance ____________________________________________________________________
Alcohol management program ________________________________________________________________
Catering - Corporate or Social
Soda? Juices? Specialty water? ________________________________________________________________
Tea and coffee _____________________________________________________________________________
Beverage to be served with dinner _____________________________________________________________
Personnel considerations:
Who provides the staff, caterer or coordinator? _________________________________________________
Bartenders; how many? _____________________________________________________________________
Wait persons; how many? ___________________________________________________________________
Bus persons; how many? ____________________________________________________________________
Kitchen personnel; how many? _______________________________________________________________
Personnel; what is their attire?________________________________________________________________
Personnel with First Aid/CPR training? _________________________________________________________
Location considerations:
Dining or meeting rooms ____________________________________________________________________
Private dining rooms ________________________________________________________________________
Outside/Patio ______________________________________________________________________________
Busing stations _____________________________________________________________________________
Foyers ____________________________________________________________________________________
Room/Table arrangements considerations:
Round tables _______________________________________________________________________________
Rectangular tables __________________________________________________________________________
U-shaped, square, etc. layout ________________________________________________________________
Head tables ________________________________________________________________________________
Are tables to be numbered or identified? _______________________________________________________
Chairs in rows, no tables ____________________________________________________________________
Chairs on perimeter, no tables ________________________________________________________________
Accommodations for extra people _____________________________________________________________
Room/Table arrangements considerations (continued):
Space for bar(s) ____________________________________________________________________________
Space for program and entertainment _________________________________________________________
Storage space/personal and equipment ________________________________________________________
How will traffic flow?________________________________________________________________________
Facility/Equipment considerations and whose responsibility?
Kitchen facilities/restrictions _________________________________________________________________
Tables/chairs ______________________________________________________________________________
China, crystal and utensils ___________________________________________________________________
Linens; clothes and napkins __________________________________________________________________
Decorations; props _________________________________________________________________________
Flowers, balloons, etc. _______________________________________________________________________
Special equipment __________________________________________________________________________
Preparation ___________________________________________________
Serving, etc. ___________________________________________________
Costs
Food ______________________________________________________________________________________
Beverage __________________________________________________________________________________
Personnel _________________________________________________________________________________
Tables/Chairs ______________________________________________________________________________
Linens; cloths and napkins ___________________________________________________________________
China, crystal and utensils ___________________________________________________________________
Other rentals ______________________________________________________________________________
Extra charges; overtime, security, etc.__________________________________________________________
Gratuity ___________________________________________________________________________________
Tax _______________________________________________________________________________________
Deposit amount, when due __________________________________________________________________
Balance due _______________________________________________________________________________
Scheduling
Final head count due ________________________________________________________________________
Delivery date and time ______________________________________________________________________
Delivery access to unloading/loading __________________________________________________________
Setup time/Cleanup time ____________________________________________________________________
Length of service ___________________________________________________________________________
Rental pickup date and time __________________________________________________________________