Free printable
Party planning checklist
Works for birthdays, showers, reunions and office parties. Tick it off as you go.
Four to six weeks out
- Choose the date and time window
- Set a budget and a guest list
- Pick the place and confirm tables, chairs, parking and restrooms
- Decide on seated meal, buffet or trays and grazing
- Call a caterer for a date check
Three weeks out
- Send invitations with an RSVP date
- Ask about allergies and dietary needs
- Choose the menu and ask for a written quote
- Plan music, activities and any program
Two weeks out
- Book the caterer and pay the deposit
- Order rentals
- Buy drinks, ice, cups, napkins and decorations
- Plan how food will stay hot or cold
One week out
- Confirm the final guest count with the caterer
- Pay any balance due
- Confirm delivery or pick-up time and who will be there to receive it
- Make a day-of schedule and share it
The day before
- Set up the room and tables
- Label dishes with allergens
- Clear fridge and cooler space
- Charge speakers and phones
Event day
- Receive the food and check the order against the invoice
- Light the chafing fuel and set hot trays out near start time
- Keep cold food covered until it is served
- Name one person to answer food questions and call the caterer if needed
Afterward
- Pack leftovers within two hours
- Return rentals and borrowed items
- Thank the people who helped
- Note what ran out and what was left for next time
Upper Crust Catering, 109 E Hydraulic Ave, Yorkville IL. (630) 553-9533
Ready when you are