The Basics

General Information

Date of event
Time and length of event
Reception location
Estimated number of adult guests
Estimated number of children (5-11 years)
Estimated vendor count
Food budget

Kind of Reception Desired

Passed hors d'oeuvres
Buffet hors d'oeuvres
Combination of passed and buffet hors d'oeuvres
Food stations
Formal sit-down meal
Buffet
Combination of served first course and dessert, with buffet for the main course
Cake and punch

Food selections

What kinds of food do you like?
What kind of foods do you dislike?
Have you made any suggestions from our menus?
Arre any vegetarian dished required?
Are there any guests with food allergies?
Do you have any special food requests?

Beverage Types and Services Desired

Bartender
Self-serve bar
Served wine and/or champagne
Wine with dinner only
Champagne toast only
Non-alcoholic drinks only
Beer and wine only
Full bar

Rental Requirements

Table linens, overlays, napkins
China
Glassware
Flatware
Barware
Tables and chairs
Chair covers and sashes

Event Details

When the menu, the type of service, and rentals are decided, it's important to plan the event details to ensure your day is perfect. Depending on the scope of our involvement in your event, below are some topics that we may discuss to help plan for your special day.

General Information

Wedding colors
Table centerpieces/decorations
Type of flowers

Final Guest Count (needed at least 7 days prior to events)

# of adult meals - non-vegetarian
# of adult meals - vegetarian
# of child meals # of vendor meals

Vedor/Other Contacts

Wedding coordinator
Florist
DJ
Band
Photographer
Videographer
Rental company
Bakery
Family member or friend in charge

Floor Plan/Diagram

Guest tables
Head table
Buffet table(s)
Bar
Gift table
Cake table
DJ table or band area
Dance floor

Guest Tables

Who sets up guest tables/chairs?
Who breaks down guest tables/chairs?
Who will put on tableclothes?
Overlays used?
Napkin colors, tablecloth colors, overlay colors
Who puts out centerpieces and other decorations?
Favors for guests on table? By whom?
Light candles? When?
Who puts on/removes chair covers and sashes?

What is provided at each place setting?

Glasses - red wine, white wine, water, champagne
Silverware - salad fork, dinner fork, dinner knife, teaspoon, dessert fork
Plates - salad plate, butter plate, dinner plate, charger
Napkins in wine glass of other special fold?

Beverages and Cake

Will servers pour wine at tables?
Open wine bottles and leave on tables? Guidelines?
Champagne toast poured at table or served on tray?
Water poured at table or water pitcher on table?
Served coffee or coffee station?
Served cake or dessert startion?

Seating and Serving

Is seating for the meal assigned? How?
Are guest tables numbered or named?
If buffet, will tables be called to buffet by DJ?
Who will queue DJ that the meal is ready?
If buffet service, what order to call tables to buffet?
If meal is served, what order to serve tables?
If a multiple entree meal is served, how to tell who gets which entree?
Special requirements for head table service?

Dining Hall/Kitchen

Earliest time caterer can arrive
Parking restrictions/instructions
Kitchen details/restrictions
Trash requirements
Recycling requirements

Miscellaneous

Outside heaters required?
Umbrellas required?
Contingent plans for weather concerns
Do chairs need to be moved during event? By whom?
Who will set up gist table, cake table, DJ table, etc.?
Linens ordered for those tables?

Rentals

Time rentals are being delivered
Where will they be located?

Food For Thought

The event time is a primary factor when selecting your reception menu. Breakfast is usually served until 11AM; brunch from 11AM until 2PM; lunch from 12:30PM to 3:30PM; tea or desserts from 3PM to 5PM; cocktails from 5PM until 7PM; dinner from 6PM to 9:30PM; and a late-night dessert from 9PM until 10:30PM.

Many couples try to stick with foods that appeal to a wide variety of guests. Most gatherings include members of every generation and social background.

When giving your final head count, don't forget to include the other wedding professionals (musicians, DJ, wedding coordinator, photographer, etc.) who will be on hand.

Many couples are so busy that they miss out on much of the menu served at the reception. We can prepare a special selection of food samples for you. It'll make a great snack when you collapse in your hotel room and realize you're starving!

Consider the way your guests will be eating the foods you are serving. Will they be sitting at tables or will they be mingling as they eat? One setting allows for the use of silverware, while the other calls strictly for finger foods.

Meal Styles

Consider the following meal styles to determine which option best suits your taste.

Seated Dinner: Seated dinners are ideal for more formal occasions, complete with a set menu with courses selected by you.

Buffet: A buffet-style reception is less formal than a seated dinner and offers your guests more menu choices and creates a more casual, sociable atmosphere.

Combination: A combination style meal strikes a balance between buffet and seated service. This option offers table service for the first course and dessert, and a buffet for the main course.

Brunch: If your wedding is early in the day, consider a brunch reception with fresh pastries and fruit, an omelet station and champagne, or bloody Mary bar.

Entree Choices: Satisfy your guest's palate by choosing entree "duets". Serve chicken and beef, or pair a meat entree with fish, etc.

Themed Stations: Offer your guests a wide range of culinary experiences by providing specialty or themed foods.

Hors d'oeuvres and Cocktails: A hors d'oeuvres reception allows your guests to socialize while sampling an array of hot and cold appetizers.