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Catering Planning Checklist
25 tasks from booking to clean-up. Tick them off as you go; your progress stays in this browser only.
What Should You Do First When Planning Event Catering?
Set the date, budget and a first guest count, then book the venue and ask about its kitchen and caterer rules. Next choose a service style and request quotes from three caterers on the same menu. Sign 2–3 months ahead, and give the final headcount 7–14 days before the event.
0 of 25 done
13–6 Months Before
22–3 Months Before
33–4 Weeks Before
41 Week Before
5Event Day
Event-Day Food Timeline
Enter the time food service starts to turn this template into a printable schedule for your caterer, venue and helpers.
- — Caterer arrives at the venue; kitchen and load-in
- — Tables, linens and buffet or station setup
- — Food truck parks, levels and connects power
- — Bar set; drinks and ice ready
- — Guests arrive; appetizers and drinks
- — Main food service starts
- — Buffet refresh or second plated course
- — Dessert and coffee
- — Food service ends (two-hour rule for food left out)
- — Leftovers packed; caterer breaks down and cleans up
A common template, not a rule: adjust it with your caterer and venue.
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Read when to book a caterer, then use the cost calculator and the food quantity calculator.