What's Next: Steps Leading Up to Your Event
Now that you’ve made the fantastic decision to host your event in The Cookery’s Front Room, what’s next? The following information will take you through the next steps leading up to your event day. If there is anything we have not covered in this guide, please do not hesitate to contact us! Email firstname.lastname@example.org.
Our Guest Portal is also a great resource for your planning needs - it includes our Preferred Caterer list, Inventory list, sample layouts and linen dimensions, a page that explains your Event Proposal and amenity details, and more!
1 | You said, “Yes! The Cookery is the perfect venue for my event!”
The final Event Proposal was sent to you to confirm, and the Rental Agreement and Rules and Regulations sheet was signed. The Date-Hold Deposit was paid. Your event day and time is now booked!
2 | Choosing a Caterer
It’s now time to focus on FOOD! Please refer to our list of Preferred Caterers on the Guest Portal to select your caterer. Contact any of them to receive menu and pricing options.
You will be working directly with your caterer on the meal planning for your event. All of our Preferred Caterers are familiar with The Cookery, and are a great resource for layout ideas, which will be determined by the style of service you choose (seated meal, buffet, passed or plattered hors d'oeuvres), and the flow and feel you want for your event! All of the caterers on our list are also happy to discuss any dietary restrictions that you may have.
Once you have decided on a caterer and have chosen your menu, the caterer will send us an invoice for the initial deposit. We will place the deposit with them on your behalf. If your actual budget for the meal exceeds the catering budget that is listed on your Event Proposal, you will need to increase the amount you have on deposit with us in order to keep your total deposit with us at 50% of the total budget for the event.
3 | Layout Meeting
Pinpoint the perfect layout for your event with our General Manager, Tammy Carwane. This meeting will confirm the optimal layout for your event, as well as follow up on any necessary rentals or additions.
4 | Linen Meeting
Now that your catering details and layout are confirmed, it's time to choose linens! The Cookery works with CE Rentals in Raleigh, who offers countless color, style and texture options. Tammy will meet with you at CE Rentals in order to ensure every detail is addressed.
If you prefer not to work with CE Rentals, you are more than welcome to rent linens from American Party Rentals or any other trusted linen rental company.
5 | Final walk-through
We typically schedule a final walk-through about three weeks before your event. This ensures that all layout, inventory and rental inventory orders are correct and confirmed. This is also an opportunity for you to discuss any questions or concerns about the final event planning details!
6 | 5 Days Before Your Event
5 days prior to your event we will need the following items. Each item is listed in detail below!
- Your final guest count
- Your bar package selections
- Any additional amenities or rentals
- Details about the flow of the evening and plans for service
- If you are planning to have a slideshow on the big screen during your cocktail hour, we request you upload your photos to our Dropbox account 5 days prior to the event.
If you would like to confirm any of these details further in advance, we encourage you to do so!
Your Bar Package Selections
We will be reaching out to you two weeks prior to your event to confirm your bar selections. You may make these selections anytime up to five days before the event, and if you have already made your decision, feel free to email them to us!
Our bar packages are tiered at House, Choice and Premium levels. Please see the Our Beer, Wine & Liquor Lists page on the Guest Portal for options.
Draught Beer: The Cookery’s bar features 4 rotating house beers on tap that vary from season to season. They are usually seasonal, local beers, with a few of our favorites from other reputable breweries! Our bar manager will choose your beer menu based on availability & season.
Stellar Wines: Please refer to either the House, Choice or Premium wine list, depending on your the Bar Package you have purchased. You can choose 2 white wines and 2 red wines from the appropriate list. If you prefer, you are welcome to substitute a sparkling wine for one of your white wine options!
Spirits: If you have chosen an Open Bar package, please refer to our list of spirits on the Guest Portal to view possible options.
Should you realize that you would like to include A/V, the patio, parking, security, valet service or have any other changes you want to make to your event, just send Tammy an email! She will be happy to add these amenities to your event! Most of these additions can be coordinated up to five days before the event.
If you have more than 125 guests at your event, you may need to rent additional tables, chairs, and tableware. No problem! American Party Rentals is familiar with The Cookery's inventory and needs, and will be able to deliver matching rentals to The Cookery. There may be other rentals you may want to consider:
Open our giant rolling garage door to allow your guests to enjoy our patio! American Party Rentals has a 30' x 30' tent that covers our patio and connects to our building, sheltering the patio from the elements and nearly doubling the size of our space. The large bay door on the side of The Front Room opens to create a wonderfully connected space. If you are renting the patio and would like it tented, please contact us to arrange for tenting.
If you are going to have dancing at your event, you must rent a dance floor, since our concrete floors are not an ideal surface to dance on! Just let us know if your event will include dancing, and we will arrange for the dance floor rental with American Party Rentals!
7 | Security Deposit Payment
Your Security Deposit is due 14 days before your event. This deposit is refundable as long as there is no damage to The Cookery's property. The Security Deposit is applied to your Final Balance Due (which is due on your event date), less any deductions for damages to The Cookery's property. Please review our Rules and Regulations for details about damages and your Security Deposit.
Most items on the invoice that are due on the date of your event are able to be determined beforehand. However, the labor included on both the caterer's contract and The Cookery's contract are estimates, so if the party runs late, or if the staff is out a little earlier than they thought, the actual labor may be slightly different. The Cookery will have an invoice ready several days before your date once the final guest count is in and any other last minute changes have been made. That invoice is due on the day of your event. If you would prefer not to think about business on the actual day, you are welcome to pay the invoice early.
Your final numbers from the caterer will be received later in the week. Once we receive these final numbers, we adjust your invoice accordingly, and either deduct any overage from your security deposit or send any overpayment back with your security deposit. You should receive your deposit back by mail within 1-2 weeks after your event.
8 | The Event Day and Final Balance Due
You've made it - woo hoo! All details are set, and now the big day is here! Your job is to enjoy your event! We will do everything in our power to make sure your event runs like clockwork. Our staff and catering staff will attend to your needs and ensure that you have a wonderful event.
What to expect
You and your caterer have access to the facility 2.5 hours before the event. Therefore, if your event begins at 6:30pm, our staff and the catering staff will arrive at The Cookery at 4pm to begin set-up.
If you have friends or family that are arriving before the event to set up table decor, please note that the catering staff will not have the tables, chairs, and linens out until about an hour after the start of set up.
Final Balance Due
Your Final Balance Due is due on your event date. Before the end of your event, you may pay this balance with cash, check or credit card. Unfortunately we have to charge a 3% processing fee for credit card payments in order to cover our costs for processing. See Security Deposit Payment above for more information!