http://www.partymancatering.com · (585) 438-4321 · [email protected]
Preliminary Meeting Form
Review this form and answer as many of these questions as you can. Providing as many answers as
possible will help give us a better understanding of the unique characteristics that your event will entail.
You are welcome to send this back to us prior to meeting and we will gladly create a personalized
preliminary contract for you.
Bride/Host :_________________________ Cell phone:_______________________________
Groom/Host #2:_____________________ Cell phone:_______________________________
Email:______________________________________________________________________________
Home address:____________________________________________________________________
Billing Address___________________________________________________________________
Event Details:
Type of Event:____________________________________________________________________
Date:_________________________________________________________________
Venue:______________________________________________________________
Guest count:_______________________________________________________________________
VENUE- if your reception is at a venue where we are the exclusive caterer you can skip to the next section
Exact Address
Contact Person and Phone Number/Email
How long do you have the location for?
Can we bring items a day(s) ahead of time?
Can we leave items and pick-up next day?
Is there a kitchen available for our use?
Is there Electric available?
Is there potable water available?
Where do we setup?
Do we need to bring a tent and tables for our setup?
Where do we enter?
Where do our vans and our staff park?
Is there a specific time we need to be out of the facility?
APPETIZERS
Appetizer selections: Please see the online menu for our many options. We will take care of figuring out
the quantities, all we need from you is your menu selections!
Where will the appetizer table be located?
Do you want any passed appetizers? ($25/hr)
Would you like us to include disposable ware for the appetizers?
Do any need to be cooked/assembled on-site- ask us if this applies to your selections (on-site chef fee
may apply to certain menu items)
http://www.partymancatering.com · (585) 438-4321 · [email protected]
MAIN MEAL
Style and selection of Food (Buffet, station, plated, family style)
Main menu selections- please let us know if you would like to use one of our pre-set menu’s or if you
would like to customize a menu for your reception!
Please list your menu/menu items below:
Where do you want the food tables located?
Décor preference?
How do you want the tables called? (any specific ones to be called first?)
Any selections need a chef on-site or need to be cooked/assembled on-site? Please ask about any onsite chef fees.
DESSERT
Dessert selections:
Who is providing your dessert?
Where do you want the dessert table located?
Who is providing the disposable ware needed for this?
Are any of these action stations that require a chef? ie: s’mores or sundae stations. (on-site chef fee)
CAKE
Are you having one?
Who is providing it?
Phone # for cake provider?
Would you like the cake top saved?
Will you have cake knife and server?
Who is providing plates, forks, napkins?
Would you like us to cut and place on designated cake table or pass out to guests at tables? ($50/$1 per
guest)
LATE NIGHT SNACK
Snack Selections:
At what point in the night would you like this served?
Where do you want the snack table located?
BAR
Who is taking care of this?
Which bar package(s) are you interested in?
Time line for open/closed/cash
Discuss NO shots or liquor on the rocks
Champagne Toast? (free with 4 hours of open bar)
Wine pour?
Ask us about our House beer/wine selections
Drink Preferences of Bride and Groom
Glassware vs. disposable cups
http://www.partymancatering.com · (585) 438-4321 · [email protected]
Disposable ware ok?
Signature drink/Welcome drink
Would you like any non alcoholic beverages for when your bar is closed (if it closes)?
IF PROVIDING OWN ALCOHOL
Do you need portable bar or rented tables/linen?
Who will bartend?
Who will provide the glassware/disposable ware?
Who will provide ice?
What will you keep the drinks in? (coolers, tubs, etc.)
Who will provide water/sodas/mixers?
COFFEE
Would you like a coffee station?
Full or half guest count?
Are disposable cups OK?
Where would you like this table located?
RENTAL EQUIPMENT
Type of chair? White plastic folding chair ($1) or White padded (wood like) chair ($2.95)
Is Ceremony on-site… do you need two sets of chairs?
Who will setup chairs (chair setup $1/chair)
Tent location
Use of space in tent (layout)
Tent sides
Rain Plan! (for ceremony and reception if applicable)
Round tables vs. long tables?
Who will setup the tables?
How many guests to a table?
Do you want a head table/sweet heart table?
How many people in your bridal party?
Discuss location of head table/sweet heart table
Accessory Tables? (DJ, gifts, cake, guest book, favors, anything host is providing)
Discuss heat if applicable (Patio vs. 170,000 BTU)
LINEN
Tablecloth color White/Ivory
Linen napkin color
Size of linens (for which tables)
Accessory table linen to the floor or banquets?
Preference on fold of napkin? Please see the resources tab on our website for options
Who is putting linens on tables?
Do you need the linens early?
http://www.partymancatering.com · (585) 438-4321 · [email protected]
GLASSWARE/DINNERWARE
Salt and Pepper- on tables or at buffet?
Forks (two sets?), knife, spoon
Plates at buffet or at guest setting?
Champagne glass
Wine Glass
Type of Water Glass
IF HAVING DISPOSABLE WARE
Who will provide the disposable ware?
Who will deal with it on the day of the event?
Remember all things it could be needed for (Appetizers, main meal, desserts, cake, beverages, bar)
How will your guests get water during dinner?
TIMELINE
Ceremony (on or off-site)
Guests arrive at Reception
Pictures
Cocktail Hour
Appetizers
DJ/Band Start Time
B+G arrive at reception
Guests encouraged to take seats (do you want PM to go around and tell people to sit down?)
All guests seated
Introductions
Toasts/Speeches/Prayer
Dinner
Additional special dances
Cake Cutting
First Dance (IMPORTANT!)
Desserts/Coffee available
Open Dancing
Throwing of the bouquet
Late night snack
DJ/Band End
END Time (time everyone needs to be out)
Delivery charges (appetizers, main meal, bar, staff, rental equipment drop off/pick up)
Chef Fee/chef tent needed?
Barn Packages: ACB/Wingate/Twin Silos