1. MOTHER’S DAY FAMILY PICNIC
A catered event
JUNE 11, 2015
KATIE TOLLAN
Signature Events and Catering

2. Introduction
As the yearleadsintospring,SuncadiaResortinCle Elum, Washingtonbeginstohittheirpeak
seasonandbusinessvolumeincreases.Onthe propertythere are alsomanydifferentneighborhoods
housinghomeownersandtheirfamilies. OnMother’sDayweekend SuncadiawillhostaMother’sDay
lunch.The picnicwill be opentothe Cle Elumand Roslyncommunity,aswell asguestsandhomeowners
of Suncadia.Thisisan annual eventthatfamilieslookforwardtoeachyear.Thisyear the expected
attendance isupto 200 people. Suncadiawill be hiringSignature EventsandCateringtoplanthis
elegantpicnic.The lunchwill take place onthe backside of the Lodge on the Strawberry Fieldoutdoor
lawnthat looksoutoverthe Cle ElumRiverand mountainousforests. Familiescanenjoyahike downto
the riverand lawngamesbefore lunchisserved. The communityatSuncadiaisbasedoff anupscale
clientele;howeverthisisafamilyeventandneedstobe kid-friendly. Suncadiawishestocelebrate the
momson thisholiday,aswell ascreate a funfamilyoutingforguestsstayingatthe resort.
Venue
ThisMother’sDay Familylunch will be heldatSuncadiaResortinCle Elum.Suncadia isa four-
seasonresort, home to6,400 acres of natural beauty. Thislocationisperfectforthe eventbecause itis
a central locationforthe attendingguests.The breathtakingviewscreate the perfectbackdropforan
afternoonwiththe family.Suncadiaupholdsanoutstandingprofessional image,cateringtokids,
weddings,corporations,andmid-highclasstravelers.The resort hasreceivedmanyrewardsandhonors.
Belowisa listof mentionsfromnumerouseventplanningpublicationsandtravel agencies.
 “BestResortin WA”- NorthwestMeetings&Events2014
 #1 NW Travel Destination+KidFriendly+Weddings+Golf- Bestof 425 Magazine 2014
 #1 Resortin Washington- NorthwestMeetings&EventsMagazine 2013 & 2014
 Certificate of Excellence- TripAdvisor2014
Suncadia Resort.Retrieved from www.suncadiaresort.com

3. Below,youcan see in Figure1 that the groundsare hilly.The tableswill have tobe scattered on
differentlevels aroundthe lawntothe rightof the pathway toaccommodate 200 people. Before or
aftereating,guestswill be providedwithlawngamesandthe opportunitytohike downtothe river
belowaspart of the event.
Figure 1: View of Strawberry Field from back of the Lodge
The weatherinWashingtonisunpredictable.Typically,Mayweatherissunny, windy,andpartly
cloudy. If the weatherdidnotcooperate,thiseventcouldbe easilymovedintoone of the available
ballroomsinsidethe Lodge.Inthe floorplanbelow,all of the ballroom/meetingroomspace is
highlightedintan (Figure2). The specificballroomwouldbe decidedonsite dependingonavailable
space.

4. Figure 2: Floor Plan
If you refertothe floorplanagain,youwill see where the GreatRoomislocated.Guestswill
checkin at the front deskthenbe directedtoexitthe doorsjustoff of the Great Room, whichwill lead
themto the Strawberrylawn.Caterers andvendorswill have accesstothe back loadingdockarea.
There isa parkinglotnexttothe lodge andvaletavailable.Foodshouldbe made before arrivingonsite;
however,the catererwill have accesstothe kitchenforfurtherprepwork.The kitchenwill alsoprovide
access to ice andwater.The banquetsteamatSuncadiawill provide andsetupthe linens,tables,and
chairs.(See BEO/Contractfordetailsneeded.LocatedonExcel spreadsheet)

5. Signature Events and Catering
Buffet Menu
TURKEY BACON CLUB SANDWICH
Smoked turkey, applewood Bacon, sundried tomatoes, swiss cheese & arugula on ciabatta
bread
CAPRESSE WRAP (VEGETARIAN OPTION)
mozzarella, fresh tomato, basil pesto on whole grain wrap
LEMON ARUGULA PENNE PASTA SALAD
almonds, olives, & arugula, tossed together with a lemon vinaigrette
KETTLE CHIPS
homemade and hand tossed salted kettle chips
ASSORTED FRESH VEGETABLES FROM LOCAL FARMS
with ranch dipping sauce
Dessert
ASSORTED CUPCAKES
Chocolate, vanilla, raspberry cream, caramel crunch

6. Guestsattendingthe eventare tonotifySuncadiastaff of anyallergies,sothattheymaycontact
the caterer andmake arrangements.A vegetarianoptionisincludedinthe menutoserve those needs.
If there are any foodleftovers,theywill be tossedoutdue tothe exposure tothe sunandto
avoidanyfoodborne illnesses.If there are unopenedbeersorbottlesof wine,the catererwill return
themand creditthe client.
Sanitation and Food Storage
It isveryimportantas a cateringcompanyand resortto upholda safe andcleanreputation.
Both business’dotheirbesttoavoidfoodsafetyandsanitationissues. All of the food,serving
equipment,andutensilswillbe carriedintightlysealedcontainersorsecurelywrappedpackagesto
protectthemfrom contamination. The turkeyiswrappedairtighttokeepthe meatfromturningbrown
and storedat 41 degreesFahrenheit.Once the sandwichesare preparedtheyare wrappedinparchment
paperthen loadedintochaffersfortransportation. The pastaispreparedoff-site thentransported into
shallowcontainersandplacedinablastchillertokeepitcool duringtransfer.
Thismenuisideal foran outdoorsettingbecause mostof the foodsonthe menudonot needto
be servedhotor on ice. The sandwichesshouldbe servedfreshandwarm.The wraps, pasta salad,and
vegetableswillbe servedcool butdon’tneedtobe onice because the foodshouldonlybe outfor
approximatelyanhour.It isimportantthatthe food,especiallythe pastasalad,isnotsetout tooearly.
The weathercan be warm and itwill spoil the foodbefore the guestsarrive if setouttooearly. Bacterial
growthbeginswhenfoodtemperaturesare between40and 140 degreesFahrenheit, andaheightened
dangerzone from70 to125 degrees. Pastasaladwill be sortedoutintomultiple bowlsforrefilling
purposes.Twobowlsof pastawill be setouton each buffettable andthe restwill be infridgesinthe
kitchenkeepingcool until refillsare needed. The cupcakeswillbe bakedpriortothe event.Frostingwill

7. be made off-site andtransportedinacooler.Thenonce at location,the catererwill ice the cupcakes.
Theywill thenbe storedinfridgesinSuncadia’skitchenuntil itistime forthemtobe broughtout.
Beverage
There are twobeverage stationsatthe event.There willbe
a non-alcoholicstationthathaslemonade,icedtea,andwater.
Alongside these beveragesthere will be lemonwedges,sugar
packets,stirsticks,andan ice buckettokeepdrinksextracool.The
cupcakeswill alsobe at thisstation. Adultswillhave accesstothe
portable barthat will serve wine,beer,and aspecialtycocktail:
blackberrypearandmintsmash (Figure3). The caterer has a
banquetlicense thatallowshim/hertoserve alcohol atan event. At
the time of check-in,guestsoverthe age of 21 will be able toreceive
3 alcoholicbeveragetickets.Theycanturninthese ticketstothe hostbar forbeverages,free of charge.
Guestsare limitedtoonly3ticketsto ensure noguestsgetoutof handat thisfamilyevent. Therewill
alsobe a shuttle service providedtoreduce drinkinganddriving.
Beverage Packing List
 2 Condimenttraysforstoring
garnishes
 300 Stirsticks/straws
 2 Wine openers
 2 Bottle openers
 Plasticpourersforliquorbottles
 1 Ice chest(for chilled
beverages)
 1 Ice chest(for ice foruse in
drinks)
 2 Plasticice scoops
 Ice pick
 5 Bus boxes(fortrash,dirty
glasses)
 350 Cocktail napkins
 350 Plasticcups
 Plentyof clean bartowels
 Cocktail shaker
 9 bottlesof GreyGoose Vodka
 105 oz. of blackberries
 6 bottlesof lemonade
 6 bottlesof tea
 7 bottlesof redwine
 18 bottlesof white wine
 12-12pk of Corona beer
Figure 3: Blackberry pear and mint smash
cocktail

8.  12-12pk of Bud lightlime beer Wine glasses,beer glasses,and
plastic cups will beprovided by
Suncadia.
Equipment
The transportation, setupand service of the menuwill requirethe following:
o 3 Large coolers
o 3-2Gl Chafers
o 20-half deepaluminumfoodpans
o 21 Table 72” Round Banquet-seats10 withmatching
white linens
o Portable Bar table
o 3 Table Rectangle 8” X30”
o Set for food and beverage stations
o 210 Chairs
o 210 Napkins-white
o 3 large drinkpitchers
o 500 plasticcups
o Ice bucket
o 100 Sugarpackets
o 10 servingthongs
o 10 small plates
o 210 plates
o 4-Large servingbowls
o 8-Large rectangle servingplatter
o 8-foodstands(see picturestothe right)
(Fora complete lookatthe layoutof the tables,refertothe BEO)

9. Event Briefing and Staff Schedule
Time What Who
10:00 am Load inequipment CateringCrew
10:30-11:00am Departfor site,soundsystem&
centerpiece flowersarrive
R&R Party Rentals
Florist
11:30am Unload
11:30am Setup tables,linens,chairs,
flowers
Banquetsetup crew
11:45am Setup the portable bar Cateringteam, Bartenders
12:00pm Lawn gamessetout onthe
southlawn.Guestscan be
chargedby creditcard or to
theirroom.
SuncadiaRecreationteambrings
overlawngames.Frontdesk
beginsguests’check-inand
payment
12:20pm All onsite staff arrive Captain,servers,bartenders
12:45pm Bringout buffetfood Cateringcrew,servers
1:00pm Photographerarrives.Debrief,
setup and begintakingpictures
Photographer
1:00pm Guestsseatedforlunch.
Introductory welcome
Katie Tollan
1:05pm Buffetline begins Servers,bartendersatstations
2:00-2:30pm Beginclearingplates Cleanupcrew
2:30pm Bringout Cupcakes Servers
2:30pm Shuttle busarrives EventShuttle Service
4:00pm Take down.Clearand tear down
tables.Returnlawntooriginal
condition
CleanupCrew
4:20pm Load up CateringCrew
Instructions to Staff
ServersandbartendersshouldwearSuncadia’sblackuniformwithapron. The cateringcrew shouldbe
inwhite chef coatsand black pants.Throughoutthe eventlookand make sure to keeptablesclean.Be
friendlytothe guestsandserve theirneeds.
Instructions to Party Supervisor
Homeowner’s,resortguestsandthe Cle Elumcommunityhasaccessto thisevent.Familieswill start
checkinginat Noon.The frontdeskteam shouldbe briefedonthe eventandreadytocheck familiesin
and receive formof payment.Itiseasiertokeeptrackof whohas paidif theyare all takencare of off
the bat. Directgueststo the Strawberrylawnswhere theycanplaywithlawngamesorwalkdownto the
river.The photographerwill arrive around1pm.Asthe guestsare eating,helpthe photographerget
settledwitheverythingtheyneed.Familieswill be able togetportraitsdownandthere isan optionto
buythe printsfromthe photographer. The meal isservedbuffetstyle.Serverswill be helpingserve
guestsandrefillingthe stations.The portable barwill be setuptoserve wine beerandthe specialty
cocktail (Blackberry,pearandmintsmash).Eachguestoverthe age of 21 will receive3 beverage tickets

10. for the bar. The cupcakeswill needtobe broughtoutfrom the kitchenfridge at2:30pm. Cleanup begins
as guestsfinisheating.Shuttle arrivestotransferearlydeparturesfromthe eventat2:30pm.
Event Safety
It isimportantto identifyanypotential riskfactorsforthe caterer,staff,guestsandfacility. The
locationof the eventison a hill ina verywindyclimate.Toreduce the riskof fallingorloosingbalance
staff shouldestablishsolidfootingandbe aware of theirsurroundingstopreventfalling.Staff should
alsowarn gueststonot wonderdownthe side of the hillstothe river.There isa designatedpathdown
to the riverthat theyshouldfollow.
To preventanyinjuriesormishaps,precautionshave beentakentoreduce the riskof alcohol
relatedincidents.Thisisafamilyorientedevent.Staff shouldkeepwatchforguestswhoare intoxicated.
Guestsof age are limitedto3 alcoholicbeveragesatthiseventdue tothe amountof time and
considerationof minorspresent. Itisrequiredtoshow IDbefore receivingdrinktickets. Shuttleservice
will be oftenatthe endof the eventtoshuttle guestshome.
Event Accessory Services
Florals
Flowershopping.comisafull service floristthathasspecializedin
nationwide deliveries. Thisfloristwill be providingapotof flowersforeach
table as the centerpiece.There willneed tobe 21 centerpiecesof potted
Gerberared flowers. At$29.66 each,the flowerswill come toa total of
around$625 (See Accessoriesdetailsonspreadsheet).Thiscompanywill deliverthe potsreadytogo at
11:30 am, at whichstaff will thendistribute flowerstothe roundtables. There isa deliveryfee,soa 10%
mark up hasbeenaddedtothe budget.

11. Sound System
R&R Party Rentalsisan eventrental companythatoffersalarge varietyof servicessuchas
flooring,linens,tables,china,andaudiorentals.Theywillbe providingthe soundsystemforthe event.
There will be 3 large speakersand3 wirelessmicrophones.The total costof the
rentalsis$200, ($150 for the firstspeaker,$25 for each additional)Theywill
provide deliveryandsetupservicesforanadditional fee,sothe price will be
markedup 15% to coverexpensesonthe budget.Deliverywill arriveat11:00am
the morningof the event.
Invitations
Zazzle.comisthe website thatwillprovidethe invitationstothe Mother’sDay lunch. The cards
give the eventdetailsandaskforRSVPno laterthana weekbefore the event.
The cards cost $2.00/per card. In total,150 cards are needed.The invitations
will be shippedtothe catereronApril 1st
, 2015. On April 9th
, 2015 invitations
will goout to the homeownersandattendeesof lastyear’slunch.Notall
guestsat the resortwill receive aninvitationbecausetheycanbe notifiedby
staff of the eventupontheirarrival tothe resort.The total cost will be $300
for all the invites.
Photographer
FreeformPhotographersisthe companythatwill photographthisevent. Throughoutthe
durationof thisevent, there will be aphotographeronsite tocapture familyphotoswiththe beautiful
viewasthe back drop. Familieswill be able topurchase printswiththe photographer.The photographer
isresponsible forbringingall neededequipment.The photographerwill cost$1000 for his/hertime.This
price doesn’tinclude printssince the guestswill be payingfortheirownfamilyportraits.

12. Shuttle Service
Shuttleswill be providedbyEventShuttleService.The LuxuryVIPJet
SprinterXLshuttle seats24 passengers.The shuttleshave leathercaptain
chairs,baggage storage,a flatscreenTV, surroundsound,DVDplayer,party
lights,andprivacyshades. There will be twoshuttlesafterthe
eventisoverto take guestsaroundpropertyor back totheirhomesinSuncadia
property.The shuttle will arrive onpropertyat2:30 andwill transportguestsfor1.5
hoursfor $250.
Budget/Pricing
The pricingmethodforthiseventwasbasedoff of a couple of strategies.Itwasnotedthat
Suncadiaisa resortwitha higherclassclientele.Pricingisn’tafactorto a lot of the guestswhostayat
Suncadia.Thisclientele of people oftenlookbeyondthe price toenjoyafancy afternoonwithfamily.
Furthermore,the markupsare basedonthe probabilityof the neednegotiate ordiscount.The pricesare
setto cover costsand make profit.Insome instancesitisbettertoprice the partyhigherthan needed,
and negotiate orlowerthe coststo satisfythe customer.Insome instancesmarkupfactorsof 1.5 and 2
were used.Thiswasto coverfees,taxes,andlaborcosts.The cost analysisof the entire menuandevent
can be seenonthe Excel spreadsheet.
To price the menu:Safeway Inc.Retrieved from: www.shop.safeway.com
To price the specialty beverages:Bevmo beverageretailerRetrieved from:
www.bevmo.com
Post-Party Review
A debrief,postpartyreviewwasheldafterthe cateredevent.Forthe mostpartthe eventwas
saidto be verysuccessful.SuncadiaemailedSignature Events&Cateringthankingthemforthe

13. outstandingfood,presentation,andfunfamilyafternoontheyprovided.The partysupervisorsaidthat
she had guestscomingupto her sayingitwasthe bestMother’sdaypicnicyet!Staff commentedthat
there wasnot enoughtime forset-up.Nexttimemore time will be implementedbetweenunloadingat
the site,settingupthe kitchen,time forprep,andthenserving.If time isnotallowedmore staff should
be on site. Atthis time,invoices,thankyouletters,andfollow-upletterswere sentout.
FinalReview:
Afterall of the in-depthplanningof thisevent,overall itwassuccessful.SignatureEvents&
Cateringprovidedafun- familyafternoonfullof goodfood,entertainment,andcompany.The planning
of thiseventwasguidedbythe course textbook,worksheetsgivenoutinclass,andinternetsources.
Nexttime Iwouldextendthe time.Guestshadsomuch funsocializingandplayingtogetherasfamilies
that theywouldhave like more time before andafterthe meal.The budgetforthiseventwasseta bit
high,however,the Suncadiateamsetthe price at$30 to charge each guest.Thismark upon cost per
personwill coverall of the costs.Withinthe budgetIhave plannedtomake approximately$6,000 in
profit. NowthatI have developedthisevent,Ifeel more preparedtoplanandexecute future events.