Event catering checklist (printable)

How to use it

Work through the groups from top to bottom; each one depends on the one before.
Send the caterer the answers from the first group as your brief.
Print a copy for the person who will receive the caterer on the day.

The brief

Guest count, and how many you expect to actually arrive
Date and the time food must be ready
Venue address, floor and room
Service level: drop-off, setup or staffed
Budget, total and per person
Dietary counts with exact allergy ingredients
Invoice details (統一編號 for companies)

The venue

Outside catering allowed, confirmed in writing
Loading point, lift and access times known
Delivery registration with front desk or security
Power for warmers near the food area
Tables for the buffet or tea table
Waste and recycling rules
Setup and collection times agreed with the venue

The menu

Format chosen: boxes, buffet, finger food or tea
Familiar dishes plus one or two special ones
A vegetarian main, not only sides
Desserts that hold at room temperature
Drinks: who provides them
Serveware: disposable or reusable
Table decoration, if wanted

The quote

Dishes and portions listed, not only a package name
Delivery, setup and staff hours stated
Serveware and cleanup scope stated
Payment, deposit and cancellation terms written
Date for the final headcount agreed

The day before

Final headcount and special meals confirmed
Delivery window and receiving contact confirmed
Delivery registered with the building
Food table cleared and bins in place

On the day

Delivery met at the agreed point
Count of boxes or trays checked before signing
Special meals kept apart and labelled
Food put out close to the break
Perishable food put away within two hours (one hour in hot weather)
Reusable serveware stacked for collection
Feedback sent to the caterer

Questions about this tool

What should a catering brief include?

Guest count, date and food-ready time, venue address and floor, service level, budget, dietary counts with exact allergy ingredients and invoice details.

What should I ask the venue before booking catering?

Whether outside catering is allowed, the loading point and lift, access times, delivery registration, power for warmers, tables and waste rules.

Can I share this checklist with my team?

Yes. Print it, save it as a PDF or copy the link. Embedding it on your own site is fine if you keep the link to this page.

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Event catering checklist.

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