Party Planner's Catered Event Protocol
Event Budget
Prepare an Event Budget or at least a Catering Budget and Entertainment Budget and submit to the Budget Committee and Treasurer prior to the Event to review. A copy of approved contracts will be sent to the Treasurer and President to be signed by both and returned to the Caterer/Entertainment Provider.
Collect all checks and make a list, either written or typed, of each person's name. Total the number and amount of all checks and submit them to the Treasurer.
Caterer
Obtain signed copy of catering agreement and note price including appetizers, tax, tips, and any miscellaneous additional costs. Confirm with the caterer the final number of meals served.
Obtain the invoice from the caterer and check to see that it agrees with the terms you worked out previously with the caterer.
Income and Expense Statement
Turn in the Income & Expense Statement, including invoices and receipts for all Expenses associated with the Event. The Treasurer can assist with filling in the amount for any invoice sent directly to him/her. Submit bills for items purchased and the catering contract to the Treasurer. Party hosts should keep their own copies of everything submitted to the Treasurer.
Approved 1/13/16
Event Budget
Prepare an Event Budget or at least a Catering Budget and Entertainment Budget and submit to the Budget Committee and Treasurer prior to the Event to review. A copy of approved contracts will be sent to the Treasurer and President to be signed by both and returned to the Caterer/Entertainment Provider.
Collect all checks and make a list, either written or typed, of each person's name. Total the number and amount of all checks and submit them to the Treasurer.
Caterer
Obtain signed copy of catering agreement and note price including appetizers, tax, tips, and any miscellaneous additional costs. Confirm with the caterer the final number of meals served.
Obtain the invoice from the caterer and check to see that it agrees with the terms you worked out previously with the caterer.
Income and Expense Statement
Turn in the Income & Expense Statement, including invoices and receipts for all Expenses associated with the Event. The Treasurer can assist with filling in the amount for any invoice sent directly to him/her. Submit bills for items purchased and the catering contract to the Treasurer. Party hosts should keep their own copies of everything submitted to the Treasurer.
Approved 1/13/16
