Write one brief for every proposal
Keep the date, venue, guest count, eating time and meal role consistent. Explain whether you want food delivered, set out or served by staff. If those inputs vary, the resulting figures may be answering different questions even when each is described as a buffet quote.
When reviewing a revision from one supplier, keep the earlier version beside it. Check what changed as well as the total. A different menu or service period can explain a price change that a headline figure alone does not show.
| Compare | Ask for clarity if missing |
|---|---|
| Food specification | Named dishes or a clear agreed menu direction |
| Allowance | The quantity basis for the people eating and meal role |
| Service | Delivery, setup, staff duties and agreed service period |
| Equipment | Furniture, guest items, presentation and serving pieces |
| Logistics | Postcode, access, timing and collection |
| Total and terms | Complete price, applicable tax, payment and cancellation terms |
Distinguish an inclusion from an assumption
A photograph does not identify the equipment supplied. “Full service” does not establish every clearing task. “Per person” does not explain the food allowance or additional charges. Ask the supplier to clarify those terms in writing and keep the explanation with the proposal.
For this site, fixed standard buffet rates, universal minimums and deposit terms are not published. We cannot cater for food allergies. Any intolerance arrangement must be discussed and expressly confirmed; a dietary preference tick box is not enough to establish suitability.
Make the final choice practical
- Highlight anything still missing from the food and service specification.
- Check responsibilities with the venue and any other supplier.
- Consider the work you would need to provide yourself under each arrangement.
- Confirm any requested change and its effect on the total.
- Accept a current written version through the supplier’s booking process.
Choose the arrangement that fits the event, not simply the shortest list or lowest isolated number. The service-style guide can help identify the support you actually need.