Get the venue’s own requirements first
A room being available for hire does not establish permission for every food or service arrangement. Ask whether outside catering is permitted, what information the venue needs and whether particular areas or equipment can be used. Share those requirements before the catering proposal is finalised.
For a Peterborough workplace, community hall or private venue, use the exact address and the entrance needed for unloading. A guest entrance may be quite different from the route the catering team should use.
| Area | Information to obtain |
|---|---|
| Access | Opening time, unloading point, parking instructions, steps and lifts |
| Food space | Which room or section is allocated, and when it will be ready |
| Facilities | What kitchen, power, water or storage can actually be used, if needed |
| Furniture | Available tables, their sizes and who sets them out |
| Permissions | Outside-caterer rules and any documents or restrictions to share |
| Finish | Room handback time, waste arrangements and collection access |
Make ownership visible
Put a name or role against each unresolved item. “The venue has tables” still leaves questions about which tables, where they are and who moves them. “Kitchen available” needs the venue’s confirmation of permitted use; it does not mean every proposed menu can be prepared or held there. The caterer should assess the facilities against the actual service.
Prepare a short venue pack
- Keep the venue’s catering instructions and a contact for questions together.
- Add a room sketch and photographs of access or the food area if useful.
- Include the event running order and the time the room becomes available.
- Record the agreed division of equipment, setup, clearing and waste.
- Recheck any changed room or access arrangement before the event.
This is a briefing checklist, not a venue inspection or an approved-caterer claim. Venue suitability and service remain subject to discussion and written agreement.