Use this checklist to plan your event and to note who is to provide each item.
Bookings
| Event | ||
| Type (reception, holiday party) | ||
| Name | ||
| If a wedding reception, are the reception and wedding held at the same location? | Yes / No | |
| Event date | Day: | Date: |
| Facility | Name: | |
| Facility booking | Reserved on: | Booked on: |
| Does the facility have a kitchen? | Yes / No | |
| Facility contact | Name: | Phone: |
| Facility address | ||
| Directions given to Fairway | Date: | To whom: |
| Authorized Contact | ||
| Person allowed to request changes | Name: | |
| Contact phone numbers | Phone: | Cell: |
| Contact fax and email | Fax: | Email: |
| Contact information given to Fairway | Date: | To whom: |
| Hours | ||
| Event hours | Beginning: | End: |
| Set-up through clean-up | Beginning: | End: |
| Food delivery | Dropped off / Served | |
| How will food be served? | Buffet / Sit-down / Passed appetizers | |
| Wait Staff | Number: | |
| Bartenders | Number: | |
| Deposit | ||
| Required | Yes / No | Date required: |
| Amount | Amount: | Date paid: |
| Payment method | Check / Visa / Mastercard | Number: |
| Cash | Other: | |
| Contract | ||
| Received | Date: | |
| Reviewed and noted changes or corrections | Date: | |
| Sent changes to Fairway | Date: | |
| Received revised contract | Date: | |
| Signed and returned contract | Date: | |
| Guest count – initial estimate | Number: | |
| Estimate to Fairway (two weeks in advance) | Date: | To whom: |
| Guest count – firm | Number: | |
| Firm count to Fairway (one week in advance) | Date: | To whom: |
| Final payment (one week in advance) | Amount: | Date paid: |
| Payment method | Check / Visa / Mastercard | Number: |
| Cash | Other: | |
Details
| Item | Provided by | ||
| Fairway | Customer | Facility | |
| Miscellaneous | |||
| Entertainment | |||
| Floral | |||
| Other: | |||
| Food and Beverages | |||
| Food | |||
| Appetizers | |||
| Entrees | |||
| Soup/Salad/Sides | |||
| Other: | |||
| Dessert | |||
| General desserts | |||
| Wedding or special occasion cake (remember plates) | |||
| Other: | |||
| Food Service | |||
| Wait staff | |||
| Serving utensils | |||
| Hot/cold temperature hold | |||
| Non-Alcoholic Beverages | |||
| Regular soft drinks | |||
| Diet soft drinks | |||
| Bottled water | |||
| Fruit spritzers | |||
| Regular coffee | |||
| Decaf coffee | |||
| Tea | |||
| Punch | |||
| Cream and sugar | |||
| Lemon wedges | |||
| Stir sticks or spoons | |||
| Other: | |||
| Alcoholic Beverages | |||
| Wine | |||
| Beer | |||
| Champagne | |||
| Other: | |||
| Beverage Service | |||
| Bartender | |||
| Bar | |||
| Liquor permit | |||
| Ice (chilling and in-glass) | |||
| Beverage chilling (non-alcoholic) | |||
| Beverage chilling (alcoholic) | |||
| Tables, Seating, and Decoration | |||
| Tables | |||
| Buffet tables for food | |||
| Tables for guest seating | |||
| Specialty tables | |||
| Chairs for guest seating | |||
| Set-up of tables, chairs | |||
| Tear-down of tables, chairs | |||
| Tablecloths | |||
| Tablecloths for food and beverage tables | |||
| Tablecloths for guest seating | |||
| Tablecloths for specialty tables | |||
| Table Decorations | |||
| Decorations for food and beverage tables | |||
| Decorations for guest tables | |||
| Decorations for specialty tables | |||
| Napkins | |||
| Cloth (color: ) | |||
| Paper (dinner size) | |||
| Paper (luncheon size) | |||
| Paper (beverage/cake size) | |||
| Dishes, Flatware, and Glassware | |||
| China Plates | |||
| China dinner (10”) | |||
| China salad/dessert (7.5”) | |||
| China rimmed soup bowl (9”) | |||
| China bread and butter (6”) | |||
| China cup and saucer | |||
| Charger plates | |||
| Paper Plates | |||
| Paper plates (dinner size) | |||
| Paper plate (luncheon) | |||
| Paper plate (cake size) | |||
| Flatware (Premium Stainless Steel) | |||
| Salad/dessert forks | |||
| Dinner forks | |||
| Teaspoons | |||
| Soup spoons | |||
| Dinner knives | |||
| Butter knives | |||
| Steak knives | |||
| Cocktail forks | |||
| Crab crackers | |||
| Flatware (Plastic) | |||
| Forks | |||
| Knives | |||
| Spoons | |||
| Glassware and Stemware | |||
| Water goblet | |||
| Wine (6.5 or 8.5 oz.) | |||
| Champagne Flute (6 oz.) | |||
| Pilsner (12 oz.) | |||
| Martini (6 oz.) | |||
| Rocks (7 oz.) | |||
| Double rocks (12 oz.) | |||
| Highball (12 oz.) | |||
| Cooler (15 oz.) | |||
| Plastic Cups | |||
| Tumbler size | |||
| Paper or styrofoam coffee cups | |||
| Beverage Serving Pieces | |||
| Beverage containers | |||
| Champagne fountain, cups | |||
| Punch bowl, cups | |||
| Wine opener | |||
| Bottle opener | |||
