The Ultimate Catering Event Planning Checklist

Checklist Sections

• Phase 1: Initial Inquiry & Qualification
• Phase 2: Proposal & Booking
• Phase 3: Pre-Event Planning (2–4 Weeks Out)
• Phase 4: Final Preparation (48–72 Hours Out)
• Phase 5: Day-Of Execution
• Phase 6: Post-Event Follow-Up

Client Information

• ☐ Client name, phone, email, company (if corporate)
• ☐ Event date and backup date (if flexible)
• ☐ Event type (wedding, corporate, birthday, holiday, fundraiser, etc.)
• ☐ Expected guest count (minimum and maximum)
• ☐ Venue name and address (or "TBD")
• ☐ Budget range (ask directly — it saves everyone time)
• ☐ Service style preference (plated, buffet, family-style, stations, cocktail)
• ☐ Known dietary restrictions or allergies
• ☐ How they found you (referral, Google, venue recommendation, social media)

Capacity Check

• ☐ Check event calendar for date availability
• ☐ Verify kitchen capacity for the requested headcount on that date
• ☐ Check staff availability (do you have enough servers, cooks, bartenders?)
• ☐ Check equipment needs (chafing dishes, serving platters, transport containers)
• ☐ Confirm vehicle availability for transport

Proposal Preparation

• ☐ Select appropriate menu package or build custom menu
• ☐ Calculate food cost per person (target: 28–35% of price)
• ☐ Calculate labor cost (servers, cooks, bartenders, setup/teardown crew)
• ☐ Add equipment rental costs if needed (linens, tableware, etc.)
• ☐ Include delivery/transport fees
• ☐ Calculate service charge and applicable taxes
• ☐ Verify final margin is within target range (25–40%)
• ☐ Generate professional PDF proposal with your branding

Booking & Contract

• ☐ Send proposal within 24 hours of initial inquiry
• ☐ Follow up within 48 hours if no response
• ☐ Once accepted: send contract/agreement for signature
• ☐ Contract includes: menu, pricing, payment schedule, cancellation policy, liability terms
• ☐ Collect signed contract and deposit (typically 25–50% of total)
• ☐ Send deposit receipt and confirmation email
• ☐ Add event to master calendar with all details
• ☐ Set payment reminders for remaining balance due dates

Menu Finalization

• ☐ Confirm final guest count with client (set a "final count" deadline: 7–10 days before)
• ☐ Collect complete dietary restriction and allergy list
• ☐ Finalize menu selections (entrée choices, sides, appetizers, desserts)
• ☐ Confirm bar/beverage package (if applicable)
• ☐ Update cost calculations based on final count and any menu changes
• ☐ Create prep production sheet with quantities for each item

Staffing

• ☐ Determine staff needed: servers (1 per 20 guests for buffet, 1 per 10 for plated), cooks, bartenders, setup crew
• ☐ Send shift assignments to selected staff
• ☐ Confirm staff acceptance/availability
• ☐ Identify and confirm backup staff (at least 1 backup per role)
• ☐ Share event details with all staff: venue, arrival time, dress code, parking

Logistics

• ☐ Contact venue for: kitchen access time, loading dock, power access, water access, trash disposal
• ☐ Confirm venue setup time window (when can you arrive, when must you be ready?)
• ☐ Plan vehicle loading: what goes in which vehicle, loading order, drive time
• ☐ Confirm rental equipment delivery (if using rentals: linens, tableware, chairs, etc.)
• ☐ Check equipment inventory: chafing dishes, serving utensils, warming trays, coolers
• ☐ Coordinate with other vendors (photographer, DJ, florist — who arrives when?)

Payment

• ☐ Send updated invoice reflecting final count and any changes
• ☐ Collect remaining balance (due 7–14 days before event, per your policy)
• ☐ Confirm payment received and send receipt

Kitchen Prep

• ☐ Finalize ingredient order list based on prep production sheet
• ☐ Place orders with suppliers (72-hour lead time for specialty items)
• ☐ Verify all deliveries received and check quality
• ☐ Begin advance prep (marinades, sauces, desserts, items that hold well)
• ☐ Label and store all prepped items with event name and date
• ☐ Prepare allergy-safe items separately (clearly labeled)

Final Confirmations

• ☐ Confirm with client: any last-minute changes to count, menu, or timeline?
• ☐ Reconfirm all staff: send a reminder with call time, address, and dress code
• ☐ Reconfirm venue access time and any special instructions
• ☐ Check weather forecast (for outdoor events: tent/cover backup plan)
• ☐ Print event timeline, menu cards, place cards, dietary markers
• ☐ Pack equipment and supply checklist (don't rely on memory)

Loading & Transport

• ☐ Load vehicles per packing list (cold items last, fragile items secured)
• ☐ Verify temperature of cold transport (below 40°F / 4°C)
• ☐ Bring emergency kit: extra napkins, cleaning supplies, first aid, extension cords, duct tape, trash bags
• ☐ Check that all staff have venue address and contact numbers
• ☐ Depart with buffer time (plan to arrive 30 min before your access window)

Setup

• ☐ Walk the venue: locate kitchen, power outlets, water access, trash, restrooms
• ☐ Set up kitchen/prep area first
• ☐ Set up buffet line / plating stations / service stations
• ☐ Place dietary markers and menu cards
• ☐ Check that all food temps are safe (hot food ≥140°F, cold food ≤40°F)
• ☐ Brief all staff: timeline, menu overview, dietary alerts, client expectations, who's the point of contact
• ☐ Touch base with client or event coordinator — confirm timeline and any changes

Service

• ☐ Begin service on time (or when event coordinator gives the signal)
• ☐ Monitor food levels — replenish before items run out
• ☐ Monitor food temps throughout service (document if required by health code)
• ☐ Address dietary needs personally (serve allergy-safe plates directly, don't rely on guests finding them)
• ☐ Keep service area clean — bus dishes, wipe surfaces, manage trash
• ☐ Monitor bar (if applicable): ice levels, drink speed, responsible service

Breakdown & Departure

• ☐ Begin breakdown at designated time (confirm with client/coordinator first)
• ☐ Pack leftover food per client instructions (boxed for them or disposed)
• ☐ Clean all surfaces and kitchen area — leave it cleaner than you found it
• ☐ Account for all equipment (check against your packing list — nothing left behind)
• ☐ Remove all trash — don't leave it for the venue
• ☐ Do a final walk-through of the entire space
• ☐ Thank the client and any venue staff

Within 24 Hours

• ☐ Send thank-you email to client
• ☐ Ask for feedback (short survey or simple "how did we do?" email)
• ☐ Request a Google review (include direct link — make it one click)

Within 48 Hours

• ☐ Send final invoice for any remaining balance or adjustments
• ☐ Record actual costs: food, labor, rentals, transport
• ☐ Calculate event P&L — did you hit your target margin?
• ☐ Note what went well and what to improve for next time

Within 1 Week

• ☐ Follow up on any unpaid final balance
• ☐ Post event photos to social media (with client permission)
• ☐ Add client to your CRM / rebooking pipeline
• ☐ Send thank-you note to venue staff (builds the referral relationship)
• ☐ Update menu templates if any dishes were particularly popular or problematic