Name one catering decision-maker
A committee, club or community group may have several people arranging the room, guest list and budget. Choose one person to keep the catering brief current and confirm decisions. Other volunteers can help on the day, but the supplier needs a consistent route for menu, timing and number changes.
Say whether the event is a members’ gathering, a celebration or another organised occasion, and explain who is expected to eat. If attendance is open or uncertain, discuss the uncertainty directly. There is no advertised unlimited buffet or assumed food allowance for uncounted arrivals.
| Task | Decision to record |
|---|---|
| Venue permission | Who confirms outside catering and shares the hall’s rules? |
| Guest count | Who maintains the estimate and confirms changes? |
| Receiving food | Who has access and receives the agreed instructions? |
| Service support | Which tasks volunteers can manage, and what help is requested? |
| Room handback | Who handles guest waste, tables and the venue deadline? |
Make the hall booking and food booking fit
Check the room access period, serving area, kitchen permissions and furniture arrangements with the venue. A volunteer may need to open the building before the guests arrive, while another stays for equipment collection. Put those duties into the rota; do not assume they follow automatically from booking the hall.
A fixed event budget is useful to share, including food, delivery and any support you need. Ask for a proposal within the practical brief rather than relying on an unverified community rate, discount or minimum. The budget guide helps expose additional items.
Brief volunteers for their actual duties
- Give each person the current timings and the role they have accepted.
- Keep menu and food information with the person responsible at handover.
- Direct changes or concerns to the nominated organiser.
- Confirm the clearing and collection plan before volunteers leave.
We cannot cater for food allergies. Discuss any intolerance requirements before booking; volunteers should not make their own suitability assurances.