Choose the receiving person in advance
The handover is the point where the agreed delivery meets the event plan. Nominate someone who can admit the team, identify the serving area and receive the relevant instructions. If that person changes, tell the catering team through the agreed contact route before arrival.
The receiver should have the current menu, guest count, service arrangement and venue details. They should know whether the quote covers delivery only, setup or staff staying for agreed duties. A successful arrival does not settle responsibilities that were never agreed.
At the handover
- Confirm that the delivery has reached the agreed room or receiving point.
- Check the supplied food and equipment against the accepted written arrangement.
- Raise any apparent difference with the team at the time; do not infer a substitution or extra service.
- Receive the supplied food-handling and timing instructions, and ask about anything unclear.
- Confirm who is responsible after handover and how equipment will be returned or collected.
Pass the information to the right people
If someone else will manage the meal, make sure the agreed instructions reach them. Keep food information available in the way discussed with the catering team. Do not relabel dishes, promise allergy suitability or assume that a vegetarian option resolves a food requirement.
We cannot cater for food allergies. Expressly agreed intolerance requirements should already be part of the accepted booking, with portion counts rather than named medical details. A new request at delivery is not automatic acceptance.
| Confirm now | So the organiser knows |
|---|---|
| Remaining responsibilities | Who looks after the food and serving area |
| Service and instructions | The agreed timing and food allowance |
| Equipment | What remains on site and its return arrangement |
| Contact route | How to raise an issue through the booking conversation |
This checklist supports the supplier’s own instructions; it does not replace them or establish a universal storage or service time. Retain the booking details for whoever manages the rest of the event.