A clear brief helps a caterer recommend a menu and service plan that fit your Cardiff event. Before you request a proposal, gather four essentials: a realistic guest count, your guests’ food preferences, the venue’s facilities and rules, and the event schedule. Sharing these details early can prevent avoidable changes and make it easier to compare options. If some information is not final, say what is confirmed and when you expect to know more.
Confirm Your Guest Numbers
Start with the number of people you expect, then explain how firm that estimate is. Separate invited guests from likely attendees if you have a registration list, and note any expected children or event staff who need meals. Ask about the caterer’s deadline for a final headcount and whether changes are possible after you confirm.
Include the number of meals by type when you can. For example, identify guests who need vegetarian, vegan, or allergy-aware options, and say whether those meals are part of the main count or additional. Do not assume a dietary request automatically meets kosher requirements; describe it clearly so the caterer can advise on suitable options.
Describe Menu Preferences
Tell the caterer what kind of gathering you are hosting and how you want food served. A seated meal, buffet, reception bites, and boxed lunches each call for different menu choices and service arrangements. Share the event’s tone, the time of day, and any dishes or styles you hope to include.
List dietary needs, allergies, and strong preferences separately. Ask how the caterer handles those requests within its kosher catering arrangements, and clarify what information or labeling will be provided to guests. If you have a budget range, share it when requesting a plan so the menu recommendations can reflect your priorities.
Check Venue Details
Give the venue’s full address and contact details, along with the room where food will be served. Explain whether the venue has a kitchen, refrigeration, ovens, serving tables, and access to water. If you are unsure what is available, ask the venue for a facilities list or arrange a site visit with the caterer.
Check the venue’s rules before requesting a final plan. Ask about delivery access, loading times, parking, kitchen use, waste disposal, and restrictions on outside suppliers. Share any relevant requirements with the caterer, including room access times and whether staff can remain on site during the event.
Set the Event Schedule
Provide the event date, guest arrival time, and the time food should be ready to serve. Include speeches, presentations, or other agenda items that could affect service. For a reception, explain when guests will arrive and how long food needs to be available; for a meal, specify the planned serving time.
Ask the caterer when delivery, setup, and service staff need access to the venue. Confirm who will be the on-site contact and how the team can reach that person on the day. Also agree on deadlines for approving the menu, confirming the guest count, and sharing any final venue changes.
A useful catering request brings together your headcount, menu needs, venue information, and event schedule. Sending these details in one message gives a caterer a practical starting point for a tailored plan. Cardiff Kosher Kitchen can discuss your event requirements and help you identify what else needs confirming before you proceed.