Event Planning Tool
The best way to have a great party is to
be organized and prepared beforehand. No
procrastinating! This planning tool will help
you avoid stressful surprises and ensure the
comfort of your guests on the day of your
event.

First is a checklist of practical things you
will need to consider to host an event.  
Second is a questionnaire that will help us
understand your goals and priorities for
your event.  
This is a checklist for your personal use. If
you choose to hire us to cater your event,
we will go over this list with you during our
planning meeting. Not all the items on this
checklist will apply to your party; just
answer what is applicable to you.
If you would like to print this page, please
click here for the print friendly page:

EVENT PLANNING TOOL PRINTABLE PAGE
Guest Details
Event date:                                     Time:                                                 Number of Invited Guests:
  • Date Invitations are sent out (6 weeks advance)
  • RSVP due date
  • Estimated total number of guests (about 80% of invited guests will attend)
  • Average Age of guests:
  • Any special needs guests?


  • Number and ages of children:
Location
  • Event Location
  • Occupancy limit
  • Availability and Deposit
  •  In/Out times
  • Parking

  • Signage for guests, both indoor and outdoor

  •  Temperature control

  •  Bathroom facilities

  •  Garbage
  •   Number and type of trash cans
  •   Garbage cans for
  • kitchen
  • party area                
  • bathrooms
  • Liners provided?
  • Recycling?
  • Where do we take garbage and recycling out?

  • Type of lighting                       Lighting control locations

  •  Candle Policy?
  •  Coatracks or Closets?
  • Kitchen type                    
  • Kitchen appliances we can use
  • Refrigerator space?                                                   Ice machine?
  • Kitchen accessibility and open time
  • Special Kitchen rules


  • Alcohol Policy

  • Pest Control needed?

  • Alternative location in case of inclement weather
Event Area and Set Up for the Party
  •  Additional tables needed?

  • Chairs/seating available
  • Additional chairs needed?

  •  Seating plan


  •  Food Table sizes and locations


  •  Beverage Table sizes and location

  •  Other tables (welcoming table, gift table, cake table, etc.)

  •  Kid's play area
  •  Linens for all tables
  •  sizes

  •  colors
  • Rental company info:

  •  Event theme
  • Decorations for all tables
  • Flowers
  • Candles
  • Audio/Visual equipment needed
Event Activities and Timeline
  •  Set up time:
  • Time guests will arrive:
  •  Welcome announcement
  •  Sign in book
  •  Ceremonies or prayers
  • Appetizer time:
  •  Main meal time:
  •  Dessert time:
  •  Programs, flyers, bulletin board,signage

  • Music
  • Toasts
  • Games
  • Photographs
  • Party favors
  • Other activities

  • Farewell
  •  Clean up helpers:

  • Person to take home decorations:

  •  Beverages to compliment foods


Alcoholic Beverages? (The Lamb's Table ispurchase and serve your own alcoholic beverages) not licensed to sell or serve
alcohol at this time, so you will have to plan,

  • Person to purchase beer and wine, chill it and bring it to event:
  • Person to set up Bar, maintain, serve drinks:
  • Place to keep beverages chilled during event:
  • Glassware needed:

  •  Special cake or desserts
  •  Dietary Restrictions?
  • Any vegetarian, vegan or gluten free guests?

  •  Children's food needed?