FOOD & BEVERAGE FUNCTION PLANNING CHECKLIST

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Food & Beverage Function Planning Checklist

	What is the estimated attendance? (Properties usually set for 5% above the number you guarantee, so you may reduce your guarantee accordingly and save money on "no shows".)
	What is the cost for each meal INCLUDING tax and gratuity? Does this fit into budgeted amount?
	What is the cost of coffee breaks ? Order by the gallon? - Budget is not usually sufficient to include food at breaks.
	How many guests are seated at the head table? Is the head table to be placed on a platform?
	Will the head table need a lectern and microphone? (Check cost of microphones - wireless are usually about 4 times as much as podium mikes. - Check contract, sometimes mikes are complimentary.)
	Will people eat at the head table?
	Are separate reserved tables needed for other VIPs?
	Are meal tickets distributed and collected?
	How are those arriving without a ticket handled?
	Are extra tables needed behind the head table for awards?
	Are handouts placed on tables, chairs or distributed at the door?
	Are there attendees that have dietary restrictions and need special meals?
	Are dishes to be removed before speaker begins? Or salads or desserts preset?
	Is there an audio-visual presentation with front or rear projection?
	Is background music or dance music planned? (Know licensing rules)
	Will there be a show or entertainment?
	Are all platforms and stages skirted?
	When are the doors opened for guests?
	What is the timing of all aspects of the event?
	Where are the restrooms?

Red items added 3/28/06 DM

NACADA Executive Office
Kansas State University
2323 Anderson Avenue, Suite 225
Manhattan, KS 66502-2912
Phone: (785) 532-5717 Fax: (785) 532-7732
e-mail: nacada@ksu.edu