Catering Tips and Tricks - Event Timeline Example

When planning an event we all try to be thorough. Because there is often so much going on, we need to be as organized as a person can be. This is why we have a timeline for an event.
The timeline for an event is the most important thing to insure everything runs smoothly.
We recommend distributing the timeline to everyone involved as early as possible. The reason being; if  Steve, the photographer will not be able to be where he is supposed to be when he is supposed to be there, we can either change the schedule or get another photographer. Sorry about that Steve.
When planning a timeline, everything must be padded to insure everyone arrives just a little early.
For the example we have used below we have added the phone number of everyone involved in the event. We suggest you put all the contact info you have for everyone.

Please feel free to use this example as a timeline layout for your event. We ask that you do not reproduce it for any other purpose or copy it on any website. Thanks!  

Thursday 01/03/08

2:00 p.m. Linens delivered to Planet X

5:00 p.m. Susie’s mom picks of gift bags

6:00 p.m. Rehearsal begins

Friday  01/04/08
1:00 p.m. Make-Up Artist / Hair to arrive @ Susie’s House for Debbie and Susie (Julies Hair Design 555-1616)

1-2:00 p.m. Florist to deliver bridal flowers to Susie’s House (In The Garden Flowers/ John 555-1717)

2:00 p.m. Event Planner to arrive @ Susie’s House Take boutonnières to Hotel Suite @ Hilton

2:00 p.m. Groomsmen to arrive ready @ Hilton Lobby Bar< (1111 Main St. 555-1818)

2:00 p.m. Photographer to meet Groom & Groomsmen @ Hilton for Photos(Steve 555-1919)

2:30 p.m. Videographers to arrive Susie’s House (Total Video 555-2020)

2:30 p.m. Event Planner to arrive at Planet X

2:30 – 4:30 Dance floor delivery and set up (A-! Party Rentals 555-2121)

3:00 p.m. Bridal Party to arrive @ Susie’s House

3:00 p.m. Photographer arrives @ Susie’s house (Steve 555-1919) Ladies walk to Main St. for Photos

3:00 p.m. Rentals arrive – set up @ Planet X (A-! Party Rentals Inga 555-2121)

1. set up Kitchen 1st  Check all equipment
2. Set tables and chairs
3. Set bars and bar back sets

3:00 p.m. Deluxe Catering arrives to set up (Deluxe Chef Mark 555-2222)

3:00 p.m. Interior Decorator to Arrive and set up facades and Props @ Planet X (Incredible Creations Wendy 555-2323)

3-3:30 p.m. Florist arrives @ Carousel with centerpieces and floral displays(In The Garden Flowers/ John 555-1717)

3:15 p.m. Deluxe Catering Floor Staff to arrive

3:15 p.m. Temple Beth Shalom Coordinator to arrive @ temple (Esther O’Brien 555-2424)

3:30-4 p.m. Cake Delivered (Essential Cake Collection Karen 555-2424)

3:30 p.m. Chamber Orchestra arrives @ temple (Leader Dougie 555-2525)

3:30 p.m. Temple Beth Shalom Sound Tech to arrive @ church (Court 555-2626)

4:00 p.m. Jimmy and the Groomsmen to arrive @ Temple

4:00 p.m. Ushers begin seating (Groomsmen)

4:00 p.m. Ceremony preparations begin / Music begins playing while Guests arrive

4:15 p.m. Susie & Bridesmaids leave to Temple in Rolls; (Action Limo “Doc” 555-2727)

4:15 p.m. Guests begin arriving

4:30 p.m. Cocktail hour Rock Band to arrive at Planet X (Eddie 555-2828)

4:20 p.m. Rolls to Arrive w/ Bride and Mom (Action Limo “Doc” 555-2727)

5:00 p.m. DJ Arrives Planet X  (Tay 555-4040)

Planet X DOORS NOT TO OPEN UNTIL 5:30

5:45 p.m. Cocktail Hour – Bar Open Band to play cocktail music(may be earlier depending on guest arrival)

6:15 p.m. Bride, Groom, Family Wedding party return

6:30 p.m. Reception Begins – Band to play

6:45 p.m. Salads are served (as soon as last dance ends)

7:00 p.m. Buffet is opened (table 1 first)

7:50 p.m. DJ to begin playing - Dancing

8:00 p.m. Move cake / set up projector for Montage

8:30 p.m. Video Montage

8:40 p.m. Cake Cutting

8:45 p.m. Bouquet Toss Song – Tiny Tim – Tiptoe through the tulips

8:50 p.m. Garter Throw Song – Danzig – Mother

10:30 ish Videographer to leave

11:00 p.m. Photographer to leave

11:15 p.m. Event Planner to collect Linens

11:30 p.m. Reception Ends

11:30 p.m. All the Rentals and the Dance Floor to be picked up (A-! Party Rentals Inga 555-2121)