City and Zip Code

PRE-CATERING WEDDING RECEPTION CHECKLIST

Street Address

City and Zip Code

Telephone#

Occasion

Location

# of Guest

Please indicate with an “X” to the right of box next to services you require or that applies to your event:

Drop-Off Service Cook on-site Outdoor Event Buffet (Food Line) Seated dinner (Plated) Tent / Umbrella Corporate Event Private Tables Informal Formal Chairs Multiple Helpers/Servers Personal Chef Table Linen Musical Entertainment Party Atmosphere Utensils Cold Beverages Bar Service Staff Glassware Hot Beverages Appetizers Barware Dessert/Special Cakes Passed - Appetizers Dance Floor Vegan Vegetarian Decorations

Additional Comments: 642 Ramona St  Palo Alto, CA 94301  Tel: 650-329-9533  Fax: 650-329-9530 [email protected]  coconutspaloalto.com

TO BETTER DETERMINE YOUR NEEDS FOR YOUR WEDDING RECEPTION

1. Do you have a wedding coordinator?

2. Do you have friends and family assigned or wedding coordinator to assist with setting up of tables, setting up decorations and what time are they due to arrive?

3. Is there a contact person (name & tel#) you can provide me with for the event day?

4. What time does ceremony begins & ends?

5. What time does the cocktail hour begins & ends? 6. Will there be assigned table for your guest?

7. Will the cocktail hour be indoors or out?

8. Will there be a satellite bar for the cocktail hour, then another bar to be set up for dinner?

9. Will wine & drinks be served during the cocktail hour? (double up on wine glass)

10. Will there be a champagne toast? (champagne glass)

11. How many people will be seated at your head table?

12. Will there be any centerpiece for each table/ any favors -what are they?

13. What table settings would you like on each table (knive & fork wrapped or not, water goblet, hiballs, etc.?

14. Will all the party at the head table need to be served or just the bride + groom? If not, just a sweetheart table for 2?

15. Does the facility have an ice machine?

16. Does the facility have any coffee urns? 17. We generally rent 5% more place settings than needed for backup ( 100 guest,, then 105 place settings)

18. Does the equipment that is rented needs to be packed up and brought away on the same day or does site allow you to keep on site for pick, usually by the Monday?

19. We generally need 2 tables for bussing plates, glass, etc- are they available onsite?

Wedding Location What is the name & address of the site your wedding reception will be held? What time will caterer have access for set up at the site?

Wedding Location Requirements Does your reception site require any license or business insurance documents for bringing caterers on-site? If yes, contact name & fax # to send docs

Guest Count What is the approximate amount of people invited to your wedding reception?

 Type of Service The can range from heavy hors d’ oeuvres, buffet or formal plated. This will help determine the server/staff needed for your event

Reception Theme Are your color scheme based on the colors of the reception site, ceremony site? What is the theme or look you want to create (simple contemporary, classic white, vibrant fresh or elaborate formal)

Music Service Will there be a band or DJ for your reception

Dessert Needs / Cake Cutting Ceremony Will there be a cake cutting ceremony at your reception? If yes, what is the size and design of your cake? any additional dessert or dessert array required at reception? Rental Equipment What will you need? tables, chairs, linens, and serving equipment. Info we will need: table sizes, color of table linen, number of tables, # of guest at each table.

642 Ramona St  Palo Alto, CA 94301  Tel: 650-329-9533  Fax: 650-329-9530 [email protected]  coconutspaloalto.com

TABLES Shape COLOR of linen quantity Size 48" round / of tables 60", etc. rectangular head table cocktail CAKE/punch GIFT/Party favor/Welcome Guest table Food/banquet

Other Details YES NO Chairs for guest seating Set-up of tables, chairs Tear-down of tables, chairs Decorations for food and beverage tables Decorations for guest tables Decorations for specialty tables

Decoration Service, If yes above, What kind of special decorations would you like on buffet, guest or specialty tables? Kitchen at event Location Equipment YES NO SIZE_ standard or commercial

Ovens_ qty? microwave Ice maker refrigerator Walk-in cooler freezer

Favorite Foods -Does you or your fiancé have any foods you MUST have on the menu?

Beverage Needs Will you be serving alcohol at your event?

What soft drinks will be necessary?

Will there be an open bar for the entire event or a period of time?

Will there be a cash bar?

Profile of Guests Do you know the age range of guests?

Ethnic backgrounds?

Any known food allergies?

Any Vegans, Vegetarians or Special Dietary Needs?

Any other information that might be helpful in menu planning.

Flow of Event - Provide us with a wedding day timing and details schedule of what you envision from start to finish. {provide a brief outline at this time} Budget - Provide amount you have budgeted for catering food for your guest, so we can provide a proposal within your budgeting requirements

 Final Guest Count - We need your final guest count seven days prior to your event.

 Timeline for Decision When do you plan to make your final decision on the caterer you have chosen?