Start Here: Tell Us About the Event

• What's the event name, date, and primary contact for scheduling and approvals?
• What type of event is this and what outcome are you aiming to achieve? Options: Client entertainment / relationship building, Internal celebration / morale, Leadership offsite / strategy, Conference / training, Product launch / press event, Wedding / social celebration, Other
• How would you describe the desired guest experience or tone (choose all that apply)? Options: Formal plated dinner, Casual buffet, Interactive stations, Cocktail reception with passed hors d'oeuvres, Family-style, Hybrid formats (e.g., cocktail + plated), Festival/food-truck style, Other
• What are the key time windows on the day (load-in, guest arrival, service starts, speeches, breakdown)?
• Who on your team will be the day-of host and primary decision-maker we should coordinate with? Options: Event planner, Executive assistant, Department head, Venue manager, Procurement, Facilities manager, Other

What's Really on the Line?

• If this event went wrong, who at your organization would feel the consequences most and how would it show up?
• Which of the following are the primary success signals you want us to guarantee? Options: Guest satisfaction / praise, Zero service incidents, On-time service & transitions, Staying on or under budget, Positive client outcomes (deals/relationships), No dietary or allergy failures, Minimal venue disruption, Other
• Thinking about previous events, what recurring issues still keep you up the night before?
• Are there contractually or reputationally sensitive items tied to this event (high-profile client, press, regulatory requirements)? Please describe.
• How important is post-event proof (guest feedback, photos, allergen traceability) for your internal reporting or client follow-up? Options: Critical—required for reporting, Important—nice to have, Optional, Not needed

The People Who Eat Here (and What They Need)

• How confident are you that every guest’s dietary needs will be accommodated without awkwardness or risk? Options: Very confident, Somewhat confident, Unsure, Not confident
• What is the expected guest count (choose the closest range)? Options: Under 25, 25–50, 51–100, 101–250, 251–500, 501–1,000, 1,000+
• If you selected a range above, what is your best estimate and what buffer (+/-) should we plan for?
• Select dietary restrictions, preferences, or allergy types we must plan for: Options: Vegetarian, Vegan, Gluten-free, Dairy-free, Nut allergy, Shellfish allergy, Halal, Kosher, Low-sodium, Pescatarian, Other
• Do you have medically documented allergies or strict cultural/religious requirements that require separate prep, labeling, or certification? If yes, please describe. Options: Yes—medically documented (will provide details), Yes—cultural/religious requirements, No, Unsure
• Are there VIPs, speakers, or executives with unique timing or menu preferences we must prioritize? Who and why?

Money Talk Without the Awkwardness

• Is the catering budget a flexible investment in the outcome, or a fixed ceiling we cannot exceed? Options: Flexible within reason, Firm ceiling—no exceptions, Requires approval for increases, Unsure / depends on scope
• What is your target per-guest budget or overall catering budget? Options: Under $25 per guest, $25–$50 per guest, $50–$100 per guest, $100–$200 per guest, $200+ per guest, Provide total budget instead
• If costs change due to guest-count shifts or menu upgrades, how should we handle approval and communication? Options: Auto-approve increases up to an agreed contingency, Contact sponsor for approval before implementing, No increases allowed without written sign-off, Handle case-by-case—we'll advise
• Who in your organization signs off on vendor spend beyond the initial estimate? Options: Event host / planner, Executive sponsor, Procurement, Finance, Legal, Other / unknown
• Are there billing or invoicing constraints we should plan for (PO required, net terms, corporate billing code)? Options: Purchase order required, Net 30, Net 15, Credit card on file, Expense to individual, Special billing code / cost center, Other

Where This Will Live — Venue Realities

• Have we assumed more from the venue (kitchen, power, access) than it can actually deliver?
• What type of venue will host the event? Options: Hotel ballroom, Private dining room / restaurant, Office campus / corporate space, Conference center, Outdoor park/terrace, Warehouse/industrial space, Other
• Which of these best describes the venue's food-service capabilities? Options: Full working kitchen with hot line, Limited kitchen / prep only, No kitchen—catering setup only, Shared kitchen with venue staff, Commissary/remote prep and hold
• List any venue constraints we must design around (load-in windows, freight elevator limits, noise curfew, open-flame prohibitions, service staging areas).
• Are there any access, security, or credentialing requirements for outside staff (badges, escorts, background checks)? Options: Yes—badges required, Yes—escort by venue staff, Yes—background checks, No special requirements, Unsure
• Do you have floor plans, kitchen diagrams, or service maps we can review? If so, when can they be shared?

Are We Designing a Meal—or a Moment?

• Which single experience would you say defines success for your guests—the speech, the networking flow, the food moments, or something else? Options: Speaker/presentation timing, Networking ease and flow, Food & service experience, Client entertainment experience, A surprise or wow moment, Other
• Which service style or combination do you expect? Options: Plated / full service, Buffet / self-serve, Action stations / chefs on pass, Passed hors d'oeuvres, Family-style, Boxed lunches / grab-and-go, Hybrid (specify details)
• How would you like the pacing to feel for guests (formal courses, continuous grazing, cocktail-first then plated dinner)? Options: Formal paced courses, Continuous grazing / stations, Cocktail hour then plated dinner, Short service windows—fast transitions, Other
• Are there menu attributes or specific cuisines that are essential or explicitly forbidden?
• What staffing level would make you feel comfortable (guest-to-staff ratio or a requested number of servers/chefs)? Options: No preference—please advise, 10 guests per server (10:1), 15 guests per server (15:1), 20 guests per server (20:1), Other—please specify
• Would you like a rehearsal or timing walk-through prior to the event (onsite or virtual)? Options: Yes—onsite walkthrough, Yes—virtual walkthrough, Not necessary, Unsure

What Could Break This — and How We Stop It

• If one thing went wrong on the day, what would be the absolute disaster you want prevented at all costs?
• Which contingency plans are highest priority for you? Options: Backup staffing on call, Menu substitutions for supply shortages, Backup equipment (ovens, warmers, fridges), Alternate delivery windows, Indoor/outdoor weather contingency, Rapid-response allergy protocol, Other
• Have you experienced a food-safety or allergy incident before? If so, what happened and what did you change afterward?
• How should we handle last-minute guest-count increases or decreases? Options: Include a per-guest buffer in proposal, Adjust on-the-spot with approval, Pre-purchase an agreed overage, Set strict final count deadline (no changes)
• What are acceptable delivery and setup time windows on event day (earliest arrival, must-be-ready-by)?

Who Signs, and When Do We Lock It In?

• If the schedule slips, who’s confidence would waver first—and how quickly do approvals need to happen to avoid that?
• Who are the decision-makers and approvers we should include in proposals and contract discussions? Options: Event host/planner, Executive sponsor, Procurement, Finance, Legal, Venue manager, Other
• What is your internal timeline for proposal review, contract approval, and final sign-off? Options: Less than 1 week, 1–2 weeks, 2–4 weeks, 1–3 months, Longer / TBD
• When will you be able to provide final guest counts and meal selections? Options: 7 days prior, 72 hours prior, 48 hours prior, 24 hours prior, Day of, Other
• Do you require a tasting or menu trial before we finalize the menu? If yes, who should attend and when? Options: Yes—onsite tasting with host, Yes—virtual tasting / samples only, No tasting required, Unsure

Tiny Details That Make Hosts Look Great

• Which small gestures would make guests say “They thought of everything” (branded napkins, labeled allergens, late-night snacks, etc.)?
• Do you want branded menu cards, tent cards for allergen labeling, or other printed materials? Options: Menu cards, Allergen tent cards, Branded napkins / serveware, Custom signage, No printed materials, Other
• Will plated meals require place cards or assigned seating? Options: Yes—place cards provided by host, Yes—caterer to provide place cards, Open seating—no place cards, Unsure
• How should leftovers and post-event food be handled (donation, guest pack-outs, disposal)? Options: Donate to charity (we'll coordinate), Pack-outs for guests, Dispose per venue rules, Return to client for distribution, Other
• Are there photography, social media, or confidentiality rules we must follow during the event? Options: Public photos OK, Embargo until a certain date, Only approved photos allowed, No photography permitted, Other / special notes

Okay — If We Could Only Do One Thing Next...

• If you could secure one guarantee from your catering partner right now, what would it be?
• Which documents or approvals can you share now to speed planning (floor plan, guest list, PO, dietary records)? Options: Floor plan / layout, Preliminary guest list, Purchase order / PO number, Venue rules / kitchen diagram, Dietary / allergy documentation, No documents yet
• What's the best way and time to reach the day-of contact and the on-site catering lead? Options: Email, Phone call, SMS / text, Slack / Teams, Vendor portal only, Other
• When would you like us to schedule the next touchpoint (proposal review, tasting, site walk)? Options: Within 48 hours, Within 1 week, Within 2 weeks, After initial proposal, Other
• Is there anything we haven't asked that would make you sleep better in the lead-up to the event? Please share specifics.

• Pre‑Tasting Alignment
• Menu Tasting & Outcome Validation
• Staffing & Service Flow Walkthrough
• Contingency Planning & Food‑Safety Review
• Final Acceptance & Readiness Confirmation

• Agree clear decision thresholds and communication/ escalation flow for day‑of incidents.
• Chef: deliver finalized recipes, plating photos, and portion weight guidelines for approved dishes.
• Client: mark approved dishes, identify any conditional approvals, and confirm sample guest reactions where relevant.
• Sales/Ops: update per‑guest pricing and produce a versioned menu for the proposal.
• Kitchen: schedule a production test for any conditional dishes and report back with results.
• Review Event Timeline & Guest Journey
• Agree on a staffing roster with clear roles and shift times that meet service targets.
• Validate service choreography and throughput metrics for peak moments.
• Surface and assign resolution for any venue coordination gaps.
• Finalize the service acceptance checklist the client will use on event day.
• Operations: produce a detailed staffing roster with shift times, role descriptions, and contact numbers.
• Client: confirm venue access times, staging needs, and point(s) of contact for coordination.
• Catering: provide service SOPs and the event‑day acceptance checklist for client review.
• Ops: run a brief internal simulation/drill for peak moments and report results and mitigations.
• Risks & Impact Matrix
• Document owners for each high‑impact contingency and the primary mitigation steps.
• Ensure food‑safety protocols are mutually understood and supported with documentation.
• Introductions & Objectives
• Confirm backup suppliers and staffing sources available within required lead times.
• Operations: deliver a contingency playbook mapping failure modes to owners, actions, and SLAs.
• Caterer: provide HACCP documentation, allergen handling SOPs, and staff certifications.
• Client: confirm who has final approval authority for substitutions and last‑minute changes.
• Procurement: confirm backup supplier pricing and lead times for critical ingredients/equipment.
• Catering: send final invoice/deposit request and confirm payment details and deadlines.
• Recap: Current State → Consequence → Future State
• Get explicit mutual sign‑off on menu, staffing, service flow, and contingency plans.
• Capture and assign any remaining open items with owners and deadlines.
• Agree the timeline and acceptance criteria that will be included in the formal proposal/SOW.
• Sales: produce the final proposal/SOW incorporating accepted menu, staffing plan, service SOPs, contingency playbook, and acceptance criteria.
• Client: review and sign the proposal/SOW or provide consolidated final feedback within the agreed timeline.
• Operations: schedule production runs, place supply orders, and confirm vendor bookings per the signed SOW.
• Create a one‑sentence, shared current‑state description to anchor the experience.
• Surface and quantify the consequences of a failed catering outcome.
• Define measurable future‑state success signals that the tasting must validate.
• Confirm tasting logistics, evaluation criteria, and pre‑work ownership.
• Client: send final guest breakdown, dietary restrictions, venue constraints, and timeline document.
• Caterer: prepare a 6–8 item menu shortlist tied to agreed success signals and portion guides for tasting.
• Operations: reserve tasting space/equipment and confirm sample quantities and plating materials.
• Re‑state Success Signals & Evaluation Process
• Confirm which dishes meet the customer's success signals and which require change.
• Validate portion sizes and tie them to per‑guest cost assumptions.
• Ensure dietary substitutions are feasible and documented with clear handling rules.
• Produce a short list of approved dishes and required recipe/timing adjustments.
• Guided Tasting — Menu Stations
• Staffing Model & Role Definitions
• Current State Summary (one‑sentence)
• Backup Staffing & Supplier Contingencies
• Finalized Menu & Portion Confirmation
• Guest‑Count Variance & Last‑Minute Changes
• Consequence Assessment
• Service Flow Choreography (step‑by‑step)
• Scenario Walkthrough A — Plated Multi‑Course Service
• Staffing & Service Timeline Confirmation
• Define Future State / Success Signals
• Scenario Walkthrough B — Buffet/Station Peak Flow
• Equipment & Venue Failure Protocols
• Peak Service Simulation & Timing Metrics
• Contingency & Escalation Sign‑off
• Outstanding Issues & Mitigation Plan
• Food Safety & Allergen Protocols

• Plated Multi-Course Dinner Service
• Buffet Hot-Food Station Setup and Service
• Passed Hors d'Oeuvres and Cocktail Service
• Full-Service Bar with Licensed Bartenders
• Boxed Individual Lunches (Drop-Off)
• Live Chef Action Station (Onsite Cooking)
• Temperature-Controlled Transport and Holding
• Dietary-Specific Entrée Preparation and Labeling
• Onsite Equipment Rental and Setup (Chafers, Linens, China)
• Event Staffing: Servers, Captains, and Bussers
• Post-Event Cleanup and Dishwashing
• Dessert Buffet and Plated Dessert Service
• Carving Station with Attending Chef

Plated Multi-Course Dinner Service

• Do you want a plated multi-course dinner service for this event? Options: Yes, No
• What is the expected guest count for plated service? Options: Under 25, 25-50, 51-100, 101-250, 250+
• Which dietary accommodations must be individually plated (select all that apply)? Options: Vegetarian, Vegan, Gluten-Free, Nut-Free, Dairy-Free, Halal, Kosher, Other
• How many courses should be included (including amuse-bouche and dessert)? Options: 3-course, 4-course, 5-course, Custom
• Do you require specialized table-side service (e.g., tableside sauces, kitchen-to-table plating)? Options: Yes, No
• Are there strict timing windows for course service (e.g., presentation, speeches) we must coordinate with?

Buffet Hot-Food Station Setup and Service

• Will you be using buffet-style hot-food stations at your event? Options: Yes, No
• How many distinct buffet stations do you anticipate (e.g., entrée, carving, sides)? Options: 1, 2, 3, 4+
• Which hot holding equipment do you require for stations (select all that apply)? Options: Chafers, Steam tables, Heated carts, Bain-marie, Sterno cans, Other
• Will stations be self-serve, attended by staff, or a combination? Options: Self-serve, Attended by staff, Combination
• Do you require separate allergen-safe or clearly segregated hot stations? Options: Yes, No
• Are there venue restrictions on station placement, power, or open flames we should plan around?

Passed Hors d'Oeuvres and Cocktail Service

• Do you want passed hors d'oeuvres and cocktail service during the event? Options: Yes, No
• How long should the cocktail/passed-hors service run? Options: 15 minutes, 30 minutes, 45-60 minutes, Multiple segments
• Which passing format do you prefer for staffing calculations? Options: 1 server per 20 guests, 1 server per 30 guests, 1 server per 50 guests, Custom
• Do you need a mix of hot and cold passed items or a single type? Options: Hot only, Cold only, Both
• Are there any items that must not be handed to guests (e.g., allergy restrictions, bite-size limits)?
• Do you want servers to offer non-alcoholic mocktails or beverage pairings during passing? Options: Yes, No

Full-Service Bar with Licensed Bartenders

• Is a full-service licensed bar required for this event? Options: Yes, No
• Which beverage types will be offered (select all that apply)? Options: Beer, Wine, Spirits, Signature Cocktails, Non-alcoholic
• Which service model do you prefer for the bar? Options: Hosted (open bar), Cash bar, Consumption cap / limited tab, Drink ticket system
• What bartender staffing level do you want estimated by? Options: 1 bartender per 50 guests, 1 bartender per 75 guests, 1 bartender per 100 guests, Custom
• Are there venue liquor license, ID-check, or insurance requirements we need to comply with? Options: Yes, No
• Do you require bar equipment rental (portable bar, refrigeration, POS) included? Options: Yes - full bar setup, Partial equipment only, No - venue provides

Boxed Individual Lunches (Drop-Off)

• Do you require boxed individual lunches for drop-off service? Options: Yes, No
• What is the total quantity of boxed meals needed? Options: Under 25, 25-99, 100-499, 500+
• How many distinct boxed lunch variations (dietary/labeled) are required? Options: 1, 2, 3-4, 5+
• What delivery window and staging do we need to plan for (time, dock access, floor/room)?
• Should boxed lunches include disposables and condiments, or separate packaging? Options: Included with each box, Pack condiments separately, No disposables required
• Will you require onsite distribution assistance (staff to hand out lunches) or drop-and-go? Options: Onsite distribution by staff, Drop-and-go to a staging area, Delivery to individual rooms

Live Chef Action Station (Onsite Cooking)

• Are live chef action stations desired for interactive onsite cooking? Options: Yes, No
• Which cooking methods will be used that affect venue requirements (select all that apply)? Options: Hot griddle, Open flame, Sous-vide finish, Wok/stir-fry, Cold assembly
• Does the venue provide required power, ventilation, and water access for onsite cooking? Options: Yes - all provided, Partial (some items), No - vendor must supply
• What chef-to-guest ratio should we staff for the station? Options: 1 chef per 50 guests, 1 chef per 75 guests, 1 chef per 100 guests, Custom
• Are there plated-to-order timing expectations or demo scripting the chef must follow?
• Will plated or pour-off samples be offered as part of the tasting or service? Options: Yes, No

Temperature-Controlled Transport and Holding

• Do you require temperature-controlled transport and holding for any menu items? Options: Yes, No
• What is the estimated travel time from our kitchen to the event location? Options: Under 30 minutes, 30-60 minutes, Over 60 minutes
• Do you require real-time temperature monitoring and delivery logs for food safety compliance? Options: Yes - real-time, Yes - delivery logs only, No
• Which hot/cold holding methods are preferred on arrival (select all that apply)? Options: Heated holding carts, Insulated cambros, Refrigerated units, Dry ice / gel packs
• Do we need to coordinate timed handoffs or on-site reheating at the venue? Options: Yes, No
• What contingency plan do you prefer for significant delivery delays (e.g., alternate menu, additional heating)?

Dietary-Specific Entrée Preparation and Labeling

• Will you require distinct dietary-specific entrées (e.g., vegan, gluten-free) as part of the main service? Options: Yes, No
• Which dietary categories must we prepare and label separately (select all that apply)? Options: Vegetarian, Vegan, Gluten-Free, Nut-Free, Dairy-Free, Halal, Kosher, Other
• Do you require separate preparation lines or physically segregated plating to avoid cross-contact? Options: Yes - separate line, No - labeling only, Unsure - advise
• What labeling format do you require for guest-facing items (select one)? Options: Full ingredient list, Allergen icons + name, Dietary category only, Custom label template
• Are certifications required for certain items (e.g., certified halal, certified kosher)? Options: Yes, No
• Who is the acceptance authority for dietary substitutions and last-minute changes (client, planner, host)?

Onsite Equipment Rental and Setup (Chafers, Linens, China)

• Do you need onsite equipment rental and full setup (chafers, linens, china, glassware)? Options: Yes, No
• Which items do you require from our rental inventory (select all that apply)? Options: Chafers, Linens, China/plates, Glassware, Flatware, Service stations, Portable bars
• Do you want quantities calculated as one setting per guest plus backup percentage? Options: Standard (1 per guest), Plus 10% backup, Plus 20% backup, Custom
• What are the venue access constraints for delivery and setup (loading dock, elevator, setup hours)?
• Should we include tear-down and onsite washing/return of rented items in the proposal? Options: Yes - include return & washing, Include teardown only, No - client/venue handles returns
• Are branded linens or custom china/print required? Options: Yes, No

Event Staffing: Servers, Captains, and Bussers

• Do you require caterer-provided event staffing (servers, captains, bussers) for service? Options: Yes, No
• Which service level best describes your expectation? Options: White-glove / formal plated, Standard plated, Buffet/service-attended, Cocktail service only
• What staff-to-guest ratio do you prefer for front-of-house service? Options: 1:8, 1:12, 1:20, Custom
• Which additional roles are required (select all that apply)? Options: Service captains, Coat check, Food runners, Event manager, Bar staff
• What are the onsite staff arrival, briefing, and uniform requirements?
• Do you require contingency staffing for late guest arrivals or extended service? Options: Yes, No

• Statement of Work (SOW)
• Catering Services Agreement
• Payment Schedule & Deposit
• Cancellation & Change Policy
• Final Guest Count & Menu Confirmation
• Food Safety & Allergen Responsibility Agreement
• Staffing & Onsite Role Confirmation
• Equipment, Venue Access & Logistics Agreement
• Insurance & Indemnity Certificate
• Change Order Form
• Contingency & Emergency Plan Agreement
• Final Acceptance & Sign-Off

• Post-Event Success Review — Client Debrief
• Guest Feedback Synthesis Review
• Internal Ops & Kitchen Debrief
• Venue & Vendor Coordination Wrap
• Continuous Improvement Planning & Roadmap

• Send a vendor performance summary and suggested contract amendments to legal and vendor managers.
• Design a follow-up guest survey or targeted pulse to validate remediation impact.
• Share anonymized feedback highlights with menu development and training teams.
• One-Sentence Current Operational State
• Document operational failures with clear root causes and quantify their impact on the event.
• Define and approve changes to SOPs, staffing, and contingency plans to close gaps.
• Assign owners and deadlines for implementing operational fixes and training.
• Create formal incident reports for any safety or compliance issues and file them in the QA system.
• Update production checklists and SOPs based on agreed changes and distribute to teams.
• Schedule targeted training sessions and roster adjustments for upcoming events.
• Run a tabletop simulation of the updated contingency plan before the next large event.
• Opening & Objective
• Assign clear responsibility for each venue/vendor-related issue and agree remediation or contract changes.
• Update the venue-specific operating checklist and contact list to remove ambiguity.
• Ensure food-safety documentation and liability items are properly recorded and distributed.
• Welcome & Objective
• Publish an updated venue operating checklist with agreed access windows and equipment staging plans.
• Confirm point-of-contact updates and share a day-of escalation tree with venue and vendors.
• Obtain and archive any required food-safety incident documentation or vendor receipts.
• Current State Recap (1 sentence)
• Agree a prioritized improvement backlog with owners and measurable success criteria.
• Commit resources and timelines for a 30/60/90 day roadmap to address the top issues.
• Define the validation plan and cadence to measure the impact of improvements.
• Create prioritized backlog items in the project tracker with owners, effort estimates, and KPIs.
• Assign a Program Owner to run the 90-day plan and schedule weekly check-ins.
• Publish the roadmap to stakeholders and set the date for the next validation review.
• Prepare measurement dashboards to track agreed KPIs and share access with stakeholders.
• Validate event performance against each documented success signal with the customer.
• Surface and quantify consequences of any failures to create urgency for remediation.
• Agree concrete remediation, timelines, and acceptance criteria with customer sign-off.
• Capture open feedback and any enhancement requests for follow-up.
• Produce and send a one-page post-event summary mapping evidence to success signals and agreed remediation steps.
• Log all issues and customer-accepted remediation items in the CRM and assign an owner with due dates.
• Issue any agreed credits or invoice adjustments and confirm with the customer.
• Publish customer feedback and enhancement requests to the improvement backlog.
• Pre-work Review
• Confirm whether guest feedback meets or fails the customer's success signals.
• Identify and prioritize the top guest-experience issues to address.
• Define measurable test criteria to validate improvements.
• Publish a guest-feedback synthesis report with trend charts and incident timelines.
• Create prioritized improvement tickets with owner, effort estimate, and KPIs.
• Execution Timeline Review
• One-Sentence Summary of Venue Constraints Encountered
• One-Sentence Current State
• Consequence Summary
• Aggregate Metrics & Themes
• Define Target Future State
• Evidence vs Success Signals
• Vendor SLA & Performance Review
• Deviation & Root-Cause Analysis
• Highlight Critical Incidents
• Prioritization Workshop
• Surface Consequences
• Cross-Check Against Success Signals
• Logistics Handover Gaps
• Food Safety & Compliance Check
• Remediation Options & Compensation
• Contingency & Staffing Performance
• Liability & Food-Safety Responsibility
• Prioritize Improvement Areas