Catering Forms

Booking Inquiry Call Log
CALL TAKEN BY: ______________________________________________

DATE: _________________________________________________________
Name of Group/Party: ____________________________________________

Name of Person Calling: __________________________________________
Address: ______________________________________________________
City, State, Zip: __________________________________________________

Phone Number:__________________________________________________
Posting Instructions :______________________________________________
BOOKING INSTRUCTIONS
Date: ________________________________________________________
Alternative Date: ________________________________________________
Hours: ________________________________________________________
Function: ______________________________________________________
Room: ________________________________________________________
Approximate Number of People Attending : ____________________________
Rate:__________________________________________________________
Booking is: Tentative Definite Inquiry
Notes: ________________________________________________________
TheProfessionalCaterersHandbook:HowtoOpenandOperateaFinanciallySuccessfulCateringBusiness
2006AtlanticPublishing.Allrightsreserved.
Inquiry Report
Inquiry Received By: ________________________________ File #:

___________________________
New Business
Repeat Business
On-Premise Event
Off-
Premise Event
Type of Function:
_____________________________________________________________________
Date(s): ____________________________________ Guest Count:
QuickTime and a
_____________________________ TIFF (LZW) decompressor
are needed to see this picture.
Contact Person:
______________________________________________________________________
Organization/Company:
________________________________________________________________
Address:
____________________________________________________________________________
City: _______________________________________ State: _____________ Zip:
________________
Phone: _______________________ Fax: _____________________ E-Mail:
_____________________
Table Sizes
TABLE TYPE
TABLE SIZE
TABLECLOTH SIZE
Round
2-1/2 feet cocktail
54 x 54
Round
3 feet cocktail
64 x 64
Round
4-1/2 feet cocktail
64 x 64
Round
5 feet, 10 person
84 x 84
Round
5-1/2 feet, 10 person
90 x 90
Round
6 feet, 12 person
90 x 90
Rectangular
6 feet x 18 inches
Rectangular
6 feet x 24 inches
Rectangular
6 feet x 30 inches
Rectangular
6 feet x 36 inches
Rectangular
5 feet x 30 inches
Rectangular
4 feet x 30 inches
Square
30 inches x 30 inches
Half-Round
5 feet x 30 inches
Quarter-Round
30 inches x 30 inches
Crescent
6 feet x 36 inches
COMBINATIONS:
Large oval table to seat 16
Combine two half-rounds with four rectangular 6-feet x 30-inch tables.
Hollow buffet table
Combine four crescent tables with sufficient number of 3-foot rectangular tables.
Clover leaf buffet table with large center
Combine half-round tables with rectangular and square table.
Place Settings
Table Cover Setup using 16 x 12 doily and showing space allowance for a
24 cover arrangement.
Cover arrangement for main breakfast course.

Cover arrangement when a dinner salad is served as separate course.
Cover arrangement for appetizer course of a formal dinner.
Cover arrangement for dessert course for luncheon or dinner.
Reception Drink Estimator

DRINKS PER GUEST
# of
Guests
30
Minutes
1 Hour
90
Minutes
2 Hours
25-59
31 /2 4
4 4 1 /2
41 /2 5
60-104
31 /2 4
41 /2 5
105-225
41 /2 5
226-500
11 /2 2
21 /2 3
31 /2 4
over 500
11 /2 2
21 /2 3
31 /2 4
DRINKS PER BOTTLE

Bottle Size
Drink Size
# of Drinks
4/5
Quart
1 ounce
25
4/5
Quart
11/4 ounce
20
4/5
Quart
11/2 ounce
17
Quart
1 ounce
31
Quart
11/4 ounce
25
Quart
11/2 ounce
21
RECEPTION STAFF ESTIMATE

# of Guests
# of
Bartenders
# of Waiters
w/Food
# of Waiters
wo/Food
25-100
101-200
201-300
301-500
over 500
Event Ordering Sheet

Customer: __________________________ Contact: ____________________________
Phone Number: __________________________________________________________
Event Date: _____________________________________________________________
Event Location: __________________________________________________________
Number of Guests: _____________ Set-Up Time: ________________________
Event Type: _____________________________________________________________
SCHEDULE:
a.m./p.
m.
a.m./p.
m.
a.m./p.
m.
a.m./p.
m.
a.m./p.
m.
MENU:
RENTALS:
NOTES:
Event Organizational Form

Date Requested: ___________________________ Date of Event: __________________________
Time Guests Arrive: _________________________ Time to Serve: __________________________
Room or Location: __________________________________________________________________
Contact
Name:
____________________________________________________________________
Address: _________________________________
Occasion:
Number
Deposit:
Phone Number: __________________________
________________________________________________________________________
of
Guests:
________________________________________________________________
______________________
Gratuity:
____________________
Tax:
__________________________
Menu
Notes
Signature
Detailed Catering Contract

CATERING COMPANY
Catering Company Name ________________________________________________________________
Contact Name ________________________________________________________________________
Address ____________________________________________________________________________
City, State, Zip ________________________________________________________________________
Phone _______________________ Fax ______________________ E-mail _____________________
CLIENT
Name ______________________________________________________________________________
Organization ________________________________________________________________________
Address ____________________________________________________________________________
City, State, Zip ________________________________________________________________________
Phone _______________________ Fax ______________________ E-mail _____________________
EVENT INFORMATION
Date ______________ Day _______________ Location ______________________________
Type of Event __________________________ Arrival Time ____________________________
Cocktails Served ________________________ Hor doeuvres Served ____________________
Food Served ____________________________ Bar Time from ___________ to ____________
Entertainment from ________ to __________ Speaker(s) from ____________ to __________
Dancing from ______________ to __________ Photography from __________ to __________
Videography from ___________ to ________ Departure Time __________________________
GUEST INFORMATION
Estimated Number of Guests ________________ Guaranteed Number of Guests
______________
Date for Final Guaranteed Guests ____________ Confirmed Number of Guests
______________
Table Arrangements ______________________ Seating Arrangements ____________________
(diagram on separate sheet if necessary) Additional Notes ________________________
MENU INFORMATION
Menu Type: Full-Service Buffet Menu Theme:
__________________________________________
Menu Selections
Special Cake: _________________________________________________________________________

Beverage Selection: (Alcoholic/Nonalcoholic) ______________ Open Bar Cash Bar
Combination
ACCESSORY DETAILS (check all that apply)
Linen ( _______ tablecloths, _________ napkins, _______skirting, _________chair

covers)
Floral Decor ( _______ centerpieces, _________ baskets, _______plants,
_________sprays)
Decorations ( _______ room, _________ table) Sound System/Microphone
_____________
Background Music __________________________ Ice Sculptures
______________________
Beverage Fountain(s) _____ Valet Parking Entertainment
______________________
Head Table Table Numbers Candles Registration Desk Speaker
Podium Lectern
Stage Tripod Easel Projector Screen/VCR Dance Floor Balloons
Photography
AGREEMENT OF CHARGES
Date: _________
Guaranteed Guest Count of ___________ People @ $ ___________ per Guest for a Total of
$ __________ Accessory Charges (list) __________________________________________________

$ __________ ______________________________________________________________________ $
__________
Gratuities $ _______________
Subtotal $ ________________
Tax $ _____________________
Deposit $ _______________
Balance Due $ ___________
The final charge will be for the guaranteed guest count or the confirmed guest count,
whichever is greater. Caterer will be prepared to accommodate _________ % over the
number of guaranteed guest count. 48-hour notice is required on cancellations.
Clients Signature
Date
Caterers Signature
Date
Catering Contract
CATERER INFORMATION
CaterersName____________________________________________________________________________
Address__________________________________________________________________________________
City,State,Zip____________________________________________________________________________
PhoneNumber____________________________________________________________________________
CLIENT INFORMATION
ClientsName____________________________________________________________________________
Address__________________________________________________________________________________
City,State,Zip____________________________________________________________________________
PhoneNumber____________________________________________________________________________
EVENTINFORMATION
Date______________________________________TypeofFunction_________________________________
Time______________________________________NumberofGuests________________________________
Location
__________________________________________________________________________________
A20%depositisdueuponsigningthiscontract.Thedepositwillbedeductedfromthetotalbillandtheremainingbalancemustbe
paid,infull,onthedateofthefunction.Checkandcreditcardpaymentsareaccepted.Returnedcheckswillbechargeda$25
reprocessingfee.
Intheeventofcancellation,thecaterermustbenotifiedinwriting30dayspriortothedateofyourfunction.Ifwrittennoticeis
receivedwithinthat30dayperiod,thedepositwillberefundedandtheclientwillreceiveacopyofthecontractmarkedcancelled.
Ifcancellationoccurslessthan30daysbeforetheevent,fullprepaymentwillberetained.Ifthefunctioniscancelled48hourspriorto
theevent,50%ofthetotalfoodandbeveragecostwillbecharged,basedontheconfirmedorestimatednumbers.
Thefinalmenuselectionsmustbeattachedtothiscontract.Intheeventthattheclientwouldliketomakeachangetothemenu,not
duetoanincreaseordecreaseinthenumberofguests,thecaterermusthavea14daynoticeandthechangemustbeapprovedin
writing.Uponsigningofthiscontract,aguaranteednumberofguestsisrequired.Iftheguestcountshouldincreaseordecreaseby
morethan5guests,thecaterermustbenotified3businessdayspriortotheevent.Alldetailsrelatingtomenuselectionsmustbe
confirmedoneweekpriortothefunction.
ThecaterershallnotbeliableforthenonperformanceofthiscontractwhensuchnonperformanceisattributedtoactsofGodand
othercauseswhetherenumeratedhereinornot,whicharebeyondthereasonablecontrol,preventingorinterferingwithcaterers
performance.Insuchevent,thecaterershallnotbeliabletothecustomerforanydamages,whetheractualorconsequential,which
mayresultfromsuchnonperformance.
Thecatererreservestherighttomakechangestoyourfunctiononlyintheeventthatourqualityofexcellencewouldbecompromised
andclientshallbenotifiedofsuchchangesinwritingpriortotheevent.
Clients Signature ______________________________________________ Date

_____________________
Caterer's Signature _____________________________________________ Date
_____________________
Comprehensive Catering Checklist

EVENT INFORMATION
DateofEvent:
Time: :a.m./p.m.to:a.m./p.m.
PrivateorOpenEvent?
NameofParty:
DESCRIPTIONOFEVENT:
Approx.CoversLastEvent:
SalesLastSimilarEvent:$
NUMBEROFGUESTS:
Approx.coverformula:NumberofSeatsxNumberofHours:
MENU
ENTRE:
PORTION
PP
ORDER
UNIT/PORTION #
ESTIMATED
SERVINGS
AMOUNT TO
ORDER
SIDE DISHES:
BREAD OR OTHER:
DESSERT:
BEVERAGES:
OTHER:
KITCHEN STAFFING
STAFF MEMBER
POSITION
HOURS SCHEDULED
RATE
PRIVATE PARTY
CHARGE?
KITCHEN SET-UP
Time to
Do:
Person
Responsible
Retrieve Item
From:
Place Item Where?
PRODUCT PREPPING:
Prep Sheet Filled Out
Prep Items Labeled
AREA PRE-EVENT
CLEAN:
EQUIPMENT SET-UP:
Cooking Set-Up:
Tongs/#
Spatulas/#
Cold Side Dish
Containers/#
Spoons for Cold Sides/#
Hot Dish Containers/#
Serving Spoons/#
Basting Brush
Condiment Containers/#
Cold Holding Set-Up
(40F)
Aprons/#
Food Handlers Gloves
Trash Cans
EVENT STAFFING
STAFF MEMBER
POSITION
HOURS SCHEDULED
RATE
PRIVATE PARTY
CHARGE?
SERVICE SET-UP
Time to
Do:
Person
Responsible
Retrieve Item
From:
Place Item Where?
Table/Chairs Placement
Tablecloths on Tables
Condiments
Beverages
Cups
Forks, Knives, Spoons
Straws, Sugar, Cut
Lemons
GUEST BRINGING CAKE?
Plates
Cake Cutter
Candles
BAR
Set-Up Bar
Register
FULL BAR OR WINE?
Cash & Carry Host Bar Cork Fee Cost PP _____________
ADDITIONAL NOTES:
Name _________________________________________________________________________________
Organization__________________________________________________________________________
Address ______________________________________________________________________________
City, State, Zip _______________________________________________________________________
Phone _______________________ Fax ______________________ E-Mail _____________________
EVENT SUMMARY & CHARGES
COST
Cost of Food Per Person
Cost of Alcohol Per
Person
(maximum amount
served)
Cost of Each Staff
Member
x Number of
Guests
EXTENSION
= TOTAL FOOD
= TOTAL BAR
= TOTAL LABOR
= SUBTOTAL
= GRATUITY
SUBTOTAL
GRATUITY (18% on
Subtotal)
TAX (on Subtotal only)
= TAX
Rental Items (linen,

flowers)
= RENTAL 1
Rental Item 2:
= RENTAL 2
Rental Item 3:
= RENTAL 3
GRAND TOTAL
TOTAL
Date of Deposit ____________ Amount of Deposit (a minimum of _____% is due to book

event)
(Total amount remaining must be paid in full by _________________________________________)
AMOUNT REMAINING $_____________
I understand and agree to the terms as outlined above. I understand that my deposit is
not refundable and that additional charges as outlined may apply.
GUEST NAME: __________________________________________________________DATE:
__________________
GUEST SIGNATURE:
_____________________________________________________________________________
Entertainment Contract
This contract, made this__________ day of ___________________, 20___, by and between
Client (list name, address and phone number)
____________________________________________________________________________
________________________________________________________________________________________________________________ and
Entertainer (list name, address and phone number)
____________________________________________________________________________
The Client desires to purchase and the Entertainer desires to provide specified entertainment services, the
parties hereby agree to the terms and conditions set forth herein.
A.
The Entertainer will provide the following entertainment services

_______________________________________________________. The performance will begin at
__________________________ (a.m./ p.m.). The location of the entertainment will be (list establishments name
and address) ___________________________________________________________________________________________.
B.
List all equipment and services, such as sound, lighting and electrical service, the Client is required to
provide:___________________
_________________________________________________________________________________________________________.
C.
List all equipment and services, such as sound, lighting and electrical service, the Entertainer is required to
provide:__________________
_________________________________________________________________________________________________________.
D.
For the services to be performed by the Entertainer, the Client agrees to pay to Entertainer the sum of
____________ Dollars ($_______). Payment must be made upon completion of the entertainment performance
by check or credit card made payable to __________________________________. The Client shall be responsible
for any applicable amusement or sales tax.
E.
The Entertainer assumes full responsibility for payment of any and all copyright royalties due for the
entertainment performance described herein. The Entertainer further agrees to assume full responsibility for
any copyright infringement which occurs during the course of said performance and agrees to hold the Client
harmless from any and all liabilities and damages arising out of any action for copyright infringement.
F.
The Client reserves the right to terminate or interrupt the entertainment, if during the entertainment
performance, the Client determines, in its sole discretion, that such action is warranted to maintain security or
compliance with federal, state or local laws. Such action shall not affect the Clients obligation for payment
under the terms of this contract; however, payment may be withheld if such interruption or termination is
necessary due to a failure by the Entertainer to observe policies of which it has been informed.
G.
The Entertainer shall maintain documentation for all charges against the Client under this Agreement. The
books, records and documents of the Entertainer, insofar as they relate to work performed or money received
under this agreement, shall be maintained for a period of two

(2) full years from the date of the final payment,and shall be subject to audit, at any reasonable time and
upon notice, by the Client or their duly appointed representatives.
IN WITNESS THEREOF, the parties, through their authorized representatives, have affixed their signatures below.
Client:_________________________________________ Date: _______________________
Entertainer:_____________________________________ Date: _______________________
The abovesigned agent on behalf of the Entertainer warrants that he/she has the authority to execute
this agreement on behalf of the performing artists and further warrants that the performing artists have
agreed to be bound by the terms and conditions stated herein.
Entertainment Contract II
CATERING COMPANY
Catering Company Name ________________________________________________________________
Contact Name ________________________________________________________________________
Address ____________________________________________________________________________
City, State, Zip _______________________________________________________________________
Phone _______________________ Fax ______________________ E-mail _____________________
ENTERTAINMENT
Name of Band/Entertainer(s)
______________________________________________________________ Contact Person
_____________________________________ Federal Tax ID # ____________________ Address
____________________________________________________________________________
City, State, Zip ________________________________________________________________________
Phone _______________________ Fax ______________________ E-mail _____________________
EVENT INFORMATION
The band/entertainer(s) and catering company agree to the following terms and conditions set
forth in this contract:
Date of Event _________________ Day of the Week __________________ Time

__________________
Location of Event ______________________________________________________________________
Type of Music to be Played
Specifically Requested Songs
Entertainers Type of Dress ________________________ Guests Type of Dress

____________________
SCHEDULE
Entertainer(s) Arrival Time ________________
Start Time ____________________________
Break Times __________________________ Length of Breaks________________________

Break Area ____________________________
The Band/Entertainer(s) may be provided with food and beverages at break time according
to the following schedule __________________
End Time ____________________________
REQUIREMENTS
Check all that apply:
Microphones ________________
Stage ______________________
Seating ____________________
Lighting ____________________
Electrical __________________
Sound System ______________
Other ______________________
During the performance, guests are allowed to: Photograph
Videotape
Audiotape
SPECIAL INSTRUCTIONS
AGREEMENT OF CHARGES
Date _________
Overtime charge will be billed at a rate of $ _____ per hour for each additional hour
beyond contracted time.
Overtime $ __________
Subtotal $ __________
Tax $ __________
Deposit $ __________
Balance Due $ __________
The band/entertainer(s) further agree that no alcoholic beverages will be consumed or drugs used at the
event. 30-day notice is required on cancellations.
EntertainersSignatureDate
CaterersSignatureDate
Banquet Managers Function Summary Report

Date:
File#:
NameofOrganization:
TypeofFunction:
FunctionRoom:Salesperson:
Didfunctionstartandendontime?YesNoComments:
Wastheroomcleanedafterthefunction?YesNoComments:
Weretheairconditioningandlightstunedoff?YesNoComments:
GuestsComments:
ArticlesLeftinRoom:
INCOME
COVER COUNT
Hor doeuvres:
# Guaranteed:
Other Food:
# Set:
Beverage:
# Plated:
Wine
# Served:
Gratuity:
# Charged:
Tax:
Other:
Name of manager in charge of
service
TOTAL
Recap of Banquet Sales

DATE: ______________ DAY: ______________ PREPARED BY: _______________________________
Name
Pub.
Rooms
Food
Beverag
e
Explain.
Amount
Sales
Tax
Food
Beverag
e
Totals
City
Ledger
Guest
Ledger
Cash
#
Served
Func.
Type
Banquet Extra Waitstaff Payroll

DATE: __________________ Food Check # __________________________ Amount ____________________ Grat.
_________ DATE: __________________ Food Check # __________________________ Amount ____________________
Grat. _________ DATE: __________________ Bev. Check # __________________________ Amount
____________________ Grat. _________ DATE: __________________ Bev. Check # __________________________
Amount ____________________ Grat. _________ TOTAL ________________ (Less 19%
_______________________________)
Employee
Shift Average
Statio
n
Base
Pay
Overtim Extra
e
Cover
s
SetUp
Clea
r
Total
Wage
s
Grat
.
TOTAL
Banquet Solicitation Report

DATE: __________________ MONTH: __________________________ YEAR:
___________________
SALESPERSON: _______________________________________________________________________
Name of
Organization
Local
/
Conv
.
New
File # Busine
ss
Repeat
Busine
ss
Date
Size
Function
Type
Est.
Value
TOTAL
Number of outside calls:
Number of new B files this month:
Number of B files killed this month:
Number of newspaper leads followed this month:
Signature of Salesperson
____________
____________
____________
____________
Signature of Catering Director
Credit Application
Name of Company or Group:
______________________________________________________________ Contact Name:
________________________________________________________________________ Address:
______________________________________________________________________________ City, State,
Zip: ________________________________________________________________________ Phone:
_______________________ Fax: ______________________ E-mail: _____________________
Organization
Profit Organization Nonprofit Organization Individual
CREDIT REFERENCES
Bank: ________________________________________________________________________________
Address: ______________________________________________________________________________
Phone: ____________________________________ Account #
__________________________________
Previous Function: _______________________________________________ Date:

________________ History with Hotel: _______________________________________________
Date: ________________ Previous Other: __________________________________________________
Date: ________________ Bookings: ______________________________________________________
Date: ________________
It is my/our understanding that if granted credit, my/our account will be settled in full
within thirty (30) days.
Signature of Company or Group Official
Date
TO BE COMPLETED BY SALES OFFICE:

DateofFunction:______________________________Salesperson:_______________________________
EventRevenue:Rooms:________Food:________Beverage:________TOTAL:_________
CREDIT DECISION:
Dun & Bradstreet Rating: ________________________________________________________________

Approved Denied Comments:
________________________________________________________
Signature of Credit Manager

Date
Lost Business Report

Date: _____________________________ File Number: _________________________
Group Name: __________________________ Contact: __________________________
Event Date: _____________________________________________________________
Event Type: _____________________________________________________________
No. of Guests: ___________________ Estimated Value: _______________________

Event Location Selected: __________________________________________________
Source of Lead and Dates Received:
Reason for Losing Business:
COMMENTS:
Signature of Catering Director

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Booking Inquiry Call Log

CALL TAKEN BY: ______________________________________________

Name of Group/Party: ____________________________________________

City, State, Zip: __________________________________________________

Inquiry Received By: ________________________________ File #:

_____________________________ TIFF (LZW) decompressor

are needed to see this picture.

2-1/2 feet cocktail

4-1/2 feet cocktail

5-1/2 feet, 10 person

Cover arrangement for main breakfast course.

Cover arrangement when a dinner salad is served as separate course.

Cover arrangement for appetizer course of a formal dinner.

Cover arrangement for dessert course for luncheon or dinner.

Reception Drink Estimator

DRINKS PER BOTTLE

RECEPTION STAFF ESTIMATE

Event Ordering Sheet

Event Organizational Form

Phone Number: __________________________

Detailed Catering Contract

(diagram on separate sheet if necessary) Additional Notes ________________________

Special Cake: _________________________________________________________________________

ACCESSORY DETAILS (check all that apply)

Linen ( _______ tablecloths, _________ napkins, _______skirting, _________chair

Floral Decor ( _______ centerpieces, _________ baskets, _______plants,

Decorations ( _______ room, _________ table) Sound System/Microphone

Background Music __________________________ Ice Sculptures

Beverage Fountain(s) _____ Valet Parking Entertainment

Head Table Table Numbers Candles Registration Desk Speaker

Stage Tripod Easel Projector Screen/VCR Dance Floor Balloons

$ __________ Accessory Charges (list) __________________________________________________

Clients Signature ______________________________________________ Date

Comprehensive Catering Checklist

Place Item Where?

Place Item Where?

FULL BAR OR WINE?

Cash & Carry Host Bar Cork Fee Cost PP _____________

EVENT SUMMARY & CHARGES

Rental Items (linen,

Date of Deposit ____________ Amount of Deposit (a minimum of _____% is due to book

The Entertainer will provide the following entertainment services

under this agreement, shall be maintained for a period of two

Date of Event _________________ Day of the Week __________________ Time

Location of Event ______________________________________________________________________

Type of Music to be Played

Specifically Requested Songs

Entertainers Type of Dress ________________________ Guests Type of Dress

Start Time ____________________________

Break Times __________________________ Length of Breaks________________________

Sound System ______________

Banquet Managers Function Summary Report

Recap of Banquet Sales

Banquet Extra Waitstaff Payroll

Banquet Solicitation Report

Signature of Catering Director

Profit Organization Nonprofit Organization Individual

Previous Function: _______________________________________________ Date:

Signature of Company or Group Official

TO BE COMPLETED BY SALES OFFICE:

Dun & Bradstreet Rating: ________________________________________________________________

Signature of Credit Manager

Lost Business Report

Linen ( ___ tablecloths, _ napkins, _skirting, _______chair

Floral Decor ( ___ centerpieces, _ baskets, ___plants,

Decorations ( _ room, ___ table) Sound System/Microphone

$ Accessory Charges (list) ________________________________________

Date of Deposit ________ Amount of Deposit (a minimum of _% is due to book

Date of Event _ Day of the Week __ Time

Break Times __ Length of Breaks

No. of Guests: _ Estimated Value: _____