Work backwards from the service format
A seated meal, buffet and roaming service require different planning. Decide how guests will receive the food, who will prepare it and what facilities are available. Identify the main dishes and accompanying items before estimating product requirements. This gives the supplier a clearer picture of the event than a guest count alone.
Estimate portions using a trial
Build a sample serving with the products and sides you intend to offer. Record quantities and consider the role of each item within the full menu. A platter with several choices differs from a single main course. Use your own catering experience and trial results to refine estimates rather than relying on a general serving assumption.
Check venue and product requirements
Discuss product preparation information and assess it against the venue’s facilities. Request ingredient and allergen details for the exact items being considered. Make sure your team understands the instructions and any customer requirements. Resolve questions before confirming the menu, especially when several providers or locations are involved.
Confirm availability before finalising
Send the event date, venue location, proposed product range and estimated quantities with your enquiry. Explain which dates are fixed and which details remain flexible. Confirm the supply arrangement directly before making commitments to your client. Keep the agreed product information accessible to the team that will prepare and serve the event.