|Every wedding is unique, and at Aguacate
Caterers we work with you to plan the details to
ensure your day is perfect. Listed below are
points to consider when planning and the
particulars that will help us help you plan. After
discussing these details, we will create a
proposal which contains suggested customized
menus as well as estimated food, service, and
rental costs. Once you have reviewed the
proposal we will meet to discuss any changes
and finalize the menu, service, and rental
Print and use this guide!
Date of event
Time and length of event
Estimated number of adult guests
Estimated number of children (5-11years)
Estimated Vendor Count (who will be eating)
Vendors / Other Contacts
Family member or friend in charge
Floor Plan / Diagram
DJ table or Band area
Kind of Reception Desired
Butlered (passed) hors d'oeuvres
Stationary hors d'oeuvres
Combination of passed & stationary hors d'oeuvres
Formal sit down meal
Combination of served first course and dessert and a buffet for the main course
Cake and Punch
What kinds of food do you like?
What kinds of food do you dislike?
Are any vegetarian dishes required?
Any guests with known food allergies?
Special food requests?
Kinds of Beverages and Beverage Service Desired
Self Serve Bar
Served wine and / or champagne
Wine with dinner only
Champagne toast only
Non- alcoholic drinks only
Beer and wine only
Beer, wine and specialty drinks only
China and flatware
Tables / Chairs
Chair covers and sashes
After deciding the menu, the type of service and the rentals, 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.
Table centerpieces / decorations
Type of flowers
Final Guest Count (needed at least 7 days before event)
Number of adult meals - non vegetarian
Number of adult meals - vegetarian
Number of child meals
Number of vendor meals
Who sets up guest tables and chairs?
Who breaks down guest tables and chairs?
Who will put on tablecloths?
Napkin colors, tablecloth colors
Who puts out centerpieces and other decorations?
Favors for guests on tables? By whom?
Light candles? When?
Who puts out / removes chair covers and sashes?
What is provided at each place setting?
Glasses - red wine, white wine, water , champagne
Silverware - salad fork, dinner fork, knife, soup spoon, dessert fork, dessert spoon
Plates - salad plate, butter plate, dinner plate, charger
Napkins in wine glass or other special fold?
Beverages and Cake
Will servers poor wine at table?
Open wine bottles and leave on table? Guidelines?
Champagne toast poured at table or served on tray?
Water poured at table or water pitcher on table?
Served coffee or coffee station? Tea?
Served cake or dessert station?
Seating and serving
Is seating for the meal assigned? How?
Are guests numbered or named?
If buffet, will tables be called to buffet by DJ ?
Who will queue DJ that meal is ready?
If meal is served , what order to serve tables?
If multiple entre meals are served, how to tell who gets which entre ?
Special requirements for head table service?
Dining Hall / Kitchen
Earliest time caterer can arrive
Parking restrictions / instructions
Kitchen details / restrictions
Contingent plans for weather conditions
Do chairs need to be moved during event? By whom?
Who will set up gift table, cake table, DJ table etc ?
Linenes ordered for these tables?
Who will arrange for rentals?
Rental delivery time?
Where will rentals be located?
Consider the following meal styles to determine which option best suites your taste.
Seated dinners are ideal for more formal occasions, complete with a set menu with courses selected by you.
A buffet style reception is less formal than a seated dinner and offers your guests more menu choices
and creates a more casual and sociable atmosphere.
A combination style meal strikes a balance between buffet end seated service. This option offers table service for the
first course and dessert, and a buffet for the main course.
Brunch (from 11:00 A.M. - 2:00 P.M.
If your wedding is early in the day consider a brunch reception with fresh pastries and fruit, an omelet station and
champagne, or Bloody Maria Bar!
Satisfy your guests' palates by choosing entre "duos". Serve chicken and beef or pair a meat with fish etc.
Offer your guests a wide range of culinary experiences by providing specialty or themed foods.
Hors d'oeuvres and Cocktails
An hors d'oeuvres reception allows your guests to socialize while sampling an array of small hot and cold bites and
enables the exhausted (or excited) couple to be off on their honeymoon early!