Event planning checklist: the food and logistics timeline
Book food at least 3 days ahead, or 14 days for staffed events. A working checklist from first headcount to the final balance, due 7 days before.
By the Upper Crust Catering kitchen
An event planning checklist for the food side starts with a headcount and a date, then moves to the menu, the deposit and a final count 7 days before. We need 3 days' notice for standard orders and 14 days for staffed events, so those are the dates to protect. Here is the order we would work in.
Four weeks or more out
- Set the date, the place and a first headcount. A rough number is enough.
- Set a budget per person. Our buffets run $18.99 to $20.99 a person (see Buffet Menu 1 and Buffet Menu 3) and tray orders usually come in lower for a party where people serve themselves.
- Decide the style: buffet, trays, boxed lunches or a staffed dinner.
- Check the place for tables, power, a fridge and an oven. Hot trays need somewhere to sit.
- Ask for a quote. Quotes are valid for 14 days.
Two weeks out
- Reserve the date. A 25% deposit holds it (20% for weddings), is credited to your balance and is not refunded if you cancel.
- If you want servers, book now. Staffed events need 14 days' notice. Servers are $35 an hour each with a four-hour minimum.
- Pick the menu. Choose dishes for the guests you know about: someone vegetarian, someone gluten-free. Our gluten-free catering guide lists what we can serve. We cannot promise any dish is free of trace allergens.
- Decide on serving gear: Chafing Dish Set at $17 per hot dish, Plates, Napkins & Silverware at $1.50 a person, and Serving Tongs & Spoons at $1 each.
One week out
- Send your final headcount. Balance is due 7 days before the event after the final count.
- Counts can go up any time before the balance is paid. After the deposit they can drop by no more than 10%.
- Write down the pick-up time or the delivery window, the address and a phone number that will be answered on the day.
- Tell us about allergies and diets again, in writing.
- Plan drinks. Soft Drinks and Bottled Water are $2.49 each, and Coffee is $89 for 50 servings.
The last 3 days
- Confirm the pick-up or delivery time with us.
- Clear fridge space for cold trays. Cheese, salads and sandwiches stay cold.
- Set out tables and serving spots so the line has a start and an end.
- Make a place for trash and used plates.
The day of
- Our driver texts when five minutes out for delivery.
- Open the hot trays close to serving time and put them in chafing dishes. See how to keep food warm for a party.
- Put out tongs and spoons with each dish.
- Refill trays by the half hour, not all at once.
A quick cost sketch
For 40 guests from trays: 2 BBQ Pulled Pork at $95, 2 Slider Sandwich Buns at $12, 2 Potato Salad at $49 and 2 Brownies at $59 comes to $190 + $24 + $98 + $118 = $430, or $10.75 a person, before 9.25% sales tax. For other party sizes, use the party food calculator or our guide to how much food for 50 people. There is a longer party planning checklist too.
Questions
How far ahead should I book a caterer?
At least 3 days for standard orders and 14 days for staffed events. Earlier gives you more choice.
When is payment due?
A deposit of 25% (20% for weddings) reserves the date. The balance is due 7 days before the event after the final count.
What if my guest count changes?
It can go up any time before the balance is paid. After the deposit it can drop by no more than 10%.
Is there a minimum?
Buffets and packages start at 20 guests, boxed lunches at 20 boxes, and trays have no minimum. Questions? Call (630) 553-9533.
