Good catering is mostly good planning. Use this checklist to brief a caterer once, get quotes you can compare, and avoid the problems that usually show up on the day.
1. Settle the numbers first
- Guest count. Give a confirmed number and an expected range, for example 120 confirmed and up to 140.
- Date and times. Note when guests arrive, when each meal or tea break happens, and when the event ends.
- Budget per person. Caterers can build a menu to fit a figure. They cannot guess one.
2. Choose the service style
Match the food to the programme. A morning workshop needs a tea break and a working lunch. A launch might need finger food and drinks. A full-day conference needs two tea breaks and a lunch buffet. Say what each break is for, and your caterer can suggest portions and timing.
3. Collect dietary needs early
Ask guests about vegetarian, vegan, halal and gluten-free needs, and any allergies, when they register. Send the totals to your caterer as soon as you have them. Last-minute dietary changes are the hardest to fix.
4. Confirm what is included
Quotes are only comparable when they include the same things. Ask each caterer whether the price covers:
- Serving staff, and how many
- Chafing dishes, crockery and cutlery
- Setup and clearing
- Water, tea and coffee
5. Give enough notice
The earlier you book, the more options you have. We ask for at least 72 hours before an event, and larger or more complex events need more.
6. Plan the event day
- Tell the caterer when they can access the venue and where to unload.
- Agree where the food will be set up, and check there is power and water nearby.
- Name one person on your side who meets the catering team.
- Decide who handles leftover food and waste.
7. Check the paperwork
Most companies and NGOs need a caterer's documents before they can pay. See what to ask a caterer before you book for the list.
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