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Conference Center and Catering
Suggested Event Timetable


Four Weeks (or More) Before Event:
  • Reserve the room(s)
  • Provide event information about timing and location
  • Discuss menu planning options with the catering coordinator
  • Estimate guest count
  • Submit tax exempt certificate, if applicable
  • Determine whether any deposits are needed
  • Sign Contract with Event Coordinator
  • Sign appropriate facility contract
  • Exchange phone numbers and set appointments for tastings, walk-throughs, etc.
  • Identify who will be providing external services such as flowers, music, etc.
Ten Days to Two Weeks Before:
  • Confirm menu, food locations and table place settings
  • Confirm details about room set-up, seating arrangements, decoration and special equipment
  • Identify possible special dietary accommodations.
Five Days Before:
  • A $75.00 fee applies to all events booked after this time.
Three Days Before:
  • Submit guaranteed guest count
  • Make final event requests to the catering coordinator
  • Resolve any last-minute menu questions
  • Arrange the time on the event day that will be available for any client set-up
  • Have an in-person or phone conversation between key catering personnel and the client to exchange phone numbers and review day-of-event procedures
  • Review final billing arrangements.
Day Of Event:
  • Allow designated client members access to the site for decoration and table set-up
  • Entrust catering and client personnel with the responsibilities to ensure a successful event.
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