5 Things Your Caterer Needs to Know Before Your Event
Planning an event, whether it’s a wedding, a milestone celebration or a corporate gathering, involves many moving parts. One of the best ways to make sure everything runs smoothly on the day is to keep the lines of communication clear with your caterer. The more details you can share ahead of time, the better prepared your catering team will be to deliver exceptional food and service.
Here are five important things to communicate with your caterer before your event.
1. Set-up location
A site map is incredibly helpful, even if it’s as simple as a screenshot of Google Earth with an “X” marked on the set-up spot. Be sure to note access points, as well as any height or width restrictions that could impact vans, equipment or marquees. Sharing this information early helps your caterer iron out logistics and avoid surprises on the day.
Clear details about where vehicles can park and unload make a big difference on the day. Whether it’s a driveway, service entry or specific parking zone, knowing this in advance allows your caterer to bring in equipment and food without disrupting your guests.
2. Dietary requirements
Providing a clear list of dietary requirements makes the world of difference. Include each guest’s name, the dietary restriction, and the severity (for example, preference versus allergy). This ensures your caterer can plan menus thoughtfully, create safe alternatives where needed, and deliver a seamless dining experience for every guest.
3. Kitchen or power access
If your caterer will be using an on-site kitchen, sharing photos of the space in advance is invaluable. This helps the team plan what equipment to bring and how best to utilise the space. If they’re setting up a mobile kitchen instead, clear information about power locations, outlets and generators is essential for keeping everything running smoothly.
4. Timings for the day
An official run sheet is ideal, but even a rough timeline goes a long way. Details like when guests will arrive, when speeches are scheduled, or when you’d like the main meal served help your caterer align service seamlessly with the flow of your event. A well-planned timeline ensures the event feels effortless.
5. Service style and extras
If you’re considering extras such as late-night snacks, cake cutting or bar service, confirm these with your caterer ahead of time. This allows them to bring the right staff, equipment and timing to make everything run seamlessly. It’s also important to clarify who will be providing and setting up plates, cutlery and glassware, whether that’s your stylist or your caterer.
