Party planning checklist: what to book, order and confirm, and when

Here is a party planning checklist that works backwards from the food. Settle your date and guest count first, ask for a written quote, and pay the deposit to hold the date. Our standard orders need about three days' notice and staffed events need 14 days. The final headcount is due seven days before. Questions at any point: (630) 553-9533.

Four weeks out

• Pick a date, a place and a rough guest list.
• Decide the style of food: trays you pick up, a delivered buffet, boxed lunches or appetizers only.
• Buffets and packages start at 20 guests. Trays and platters have no minimum.
• Ask for a written quote. It is valid for 14 days and shows food, staff, rentals, delivery and tax on one sheet.

Two to three weeks out

• Pay the 25% deposit to reserve the date. It is non-refundable and is credited to your balance.
• If you want servers, order now. Staffed events need 14 days' notice, and servers are $35 an hour each with a 4-hour minimum.
• Choose the menu. Not sure where to start? Our party food guide has sample menus for 40 and 100.
• Collect dietary needs from guests. Vegetarian, gluten-free and allergy notes go on the order.

One week out

• Send your final headcount. The balance is due seven days before the event, after the final count.
• Guest count can go up any time before the balance is paid. After the deposit it can drop by no more than 10%.
• Settle the serving gear. Plates, Napkins & Silverware are $1.50 a person. A Chafing Dish Set is $17 per hot dish, yours to keep, and a stainless rental is $20, returned after your event.
• Plan where each tray will sit, and how hot trays will stay hot.

Three days out

• A standard drop-off or pick-up order needs about this much notice. Confirm any last changes.
• Clear fridge space for cold trays if you pick up early.
• Decide who greets the driver. Our driver texts when five minutes out.

The day before and the day of

• Set up tables, plates and serving spoons.
• Give us a phone number that will be answered on the day.
• Put the cold platters out last, so they stay cold.

How much food, quickly

• A tray serves about 20, as listed on each dish.
• For appetizers, we plan 2 to 3 pieces per guest per hour for a mix of items.
• For a hot meal, plan two entrées and three sides for each group of 20, then adjust.
• Drinks: iced tea, punch or lemonade is $89 for 50 servings. Soft drinks and bottled water are $2.49 each.

For larger numbers, see how much food for 50 people. You can also use our party planning checklist page or our party food calculator to check a headcount.

For a birthday or anniversary specifically, read birthday and anniversary catering. One hot appetizer that scales easily is Cocktail Meatballs, $64 a tray, 100 pieces.

Questions

How far in advance should I plan a party?

Start four weeks out if you can. The minimum for a standard order is about three days, and 14 days if you want staff.

When is the deposit due?

The deposit is 25% to hold the date, 20% for weddings. The balance is due seven days before the event.

Can I change the guest count?

Yes. It can go up any time before the balance is paid. After the deposit it can drop by no more than 10%.

What if the weather turns?

Either side can cancel with 24 hours' notice for severe weather. The deposit can be applied to a new date within 365 days.