If we’ve said it once, we’ve said it a million times, we are more involved than most caterers out there. We want to know your floor plan so we can ensure that there are adequate tables & matching linens for all food stations. We want to know your timeline to make sure we have baked in enough cushion to have time for any last minute changes or hiccups. We want to know your rental order to make sure the size of plates ordered is large enough to fit our food and ensure beautiful presentation. These are the kinds of details that many caterers don’t ask about, but we will. So please know that we aren’t being annoying, but rather, going the extra mile to make sure you have the smoothest, least stressful, wedding possible!
Here is a detailed timeline of when we need information and decisions made in order to communicate all of your event details to our whole team.
WEDDING TIMELINE
2 MONTHS OUT: Walkthrough with the venue to discuss floor plan and flow of the event.
1 MONTH OUT: 25% Deposit due
3 WEEKS OUT: Final details call to discuss and share the following information
- Total guest count including bride & groom.
- Guest dietary restrictions/ allergies (vegetarian, gluten free, dairy free, vegan, or any other allergies).
- For plated meals- guest count breakdown for each entree and the system for identifying which guest has ordered which entree (ie. a colored sticker on their name card or a place card at their seat)
- Confirmation of bar products and any changes/updates to the beverage menu
- Total number of vendors, their dietary restrictions and specific meal time if any (if not we will serve them after guests are served)
- Most updated timeline
- Final floor plan (for cocktail hour and dinner). If unable to provide a floor plan, we will need a detailed table count of round tables, rectangle tables, cocktail tables, cake table, etc and their exact sizes.
- Final rental order, if Mayan Cafe is NOT coordinating rentals (must receive this 2 weeks before the wedding)
- Table and chair set up & breakdown process
2 WEEKS OUT: You will receive an email with our expected time of arrival.
WEEK OF THE EVENT: Final invoice/ complete payment