# Event catering requirements brief — editable organizer template

Use this as a discussion and sign-off sheet with the caterer. Replace every bracketed field. Have the caterer and appropriate local food-safety adviser confirm the applicable rules and the actual food-handling plan. This sheet does not certify food safety or promise that any meal is allergen-free.

## 1. Event and service facts

| Field | Agreed detail | Owner / confirmation date |
|---|---|---|
| Event, edition, venue and service zones | [ ] | [ ] |
| Organizer and caterer day-of contacts, backup contacts | [ ] | [ ] |
| Guest estimate; final count deadline and who sends it | [ ] | [ ] |
| Staff/crew meals counted separately? | [ ] | [ ] |
| Service format: plated, buffet, boxed, reception or other | [ ] | [ ] |
| Guest arrival, food service, last service, clear-down and load-out windows | [ ] | [ ] |
| Venue access, loading point, storage, power, water and waste provision | [ ] | [ ] |

## 2. Portions, menu and changes

| Service window / location | Menu or item | Estimated portions | Final portions | Special-meal count and handoff | Supplier owner |
|---|---|---:|---:|---|---|
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |

Confirm portion units and how each count relates to guests, crew and vendors; do not sum them twice. Record who may approve menu substitutions, added portions, overtime or price changes and how they are documented.

## 3. Dietary and allergen information handoff

| Question to resolve with the caterer | Agreed process / evidence | Owner |
|---|---|---|
| How will the caterer receive only the dietary details needed to prepare and serve meals? | [ ] | [ ] |
| Who checks the final menu, ingredients and allergen information before attendee-facing publication? | [ ] | [ ] |
| How are special meals identified, prepared, kept distinct and handed to the right attendee? | [ ] | [ ] |
| Who answers a day-of allergy question, and what happens if a safe option cannot be confirmed? | [ ] | [ ] |
| What is the process when an ingredient or menu item changes? | [ ] | [ ] |

Avoid promising “allergen-free” from this document. The catering business must confirm its own controls and information under the applicable local rules. Share sensitive dietary data only with staff who need it and through the agreed channel; use the attendee collection workflow separately.

## 4. Responsibility and equipment matrix

| Requirement | Organizer / venue provides | Caterer provides | Confirmed by and when |
|---|---|---|---|
| Service staff and named lead | [ ] | [ ] | [ ] |
| Tables, linen, crockery, cutlery and glassware | [ ] | [ ] | [ ] |
| Food transport, holding and service equipment | [ ] | [ ] | [ ] |
| Power, water, handwashing, cleaning and waste | [ ] | [ ] | [ ] |
| Signage and menu/allergen information at point of service | [ ] | [ ] | [ ] |
| Load-in, venue access and post-event collection | [ ] | [ ] | [ ] |

## 5. Approval and day-of handoff

Final count supplied by: [ ] at [date/time and time zone]. Caterer confirmation received by: [ ] at [ ].

Unresolved items and owners: [ ]. Agreed change-approval contact and method: [ ]. Contract/quote reference and payment milestones: [ ].

Day-of acceptance: service lead [ ] confirms setup and menu information at [ ]; organizer lead [ ] records exceptions and decisions at [ ]. After the event, record actual service, agreed variations and supplier sign-off in the delivery tracker before invoice review.