Catering planning checklist

• Name the target customers and event types you plan to serve.
• Set a service area that fits travel time and food transport.
• Define what delivery, drop-off, staffed service, or setup includes.
• Set booking boundaries for notice, guest counts, event length, and access.

• Write standard recipes, portion sizes, and expected yields.
• List primary suppliers and practical alternatives for key ingredients.
• Plan how food will be packed, transported, held, and served.
• Set a process for dietary requests, ingredient questions, and allergen communication.

• Calculate ingredient costs for each menu item and planned portion.
• Include preparation, service, cleanup, and administration time in labor costs.
• Record event expenses such as travel, rentals, packaging, and payment fees.
• Choose a cost-based pricing calculation and write down its assumptions.

• List the equipment and supplies needed for your menu and service model.
• Map the steps from purchasing and prep through transport, service, and cleanup.
• Assign staffing roles and identify where extra help may be needed.
• Note backup plans for delays, equipment problems, substitutions, or schedule changes.

Requirements vary by jurisdiction, food, service model, and venue. Verify current requirements with the relevant official local and state sources before operating.

• Write the food-handling practices your team will follow for this menu and service.
• Assign responsibility for food safety, cleaning, records, and customer questions.
• Research applicable requirements with official local and state authorities.
• Log the question, source or office, answer, follow-up, and date checked.

• List the details to collect: date, venue, guest count, menu needs, access, and timing.
• Prepare a written quote and event plan with scope, schedule, and responsibilities.
• Rehearse recipes, portions, packing, timing, and the service workflow.
• Plan a post-event review of actual costs, timing, waste, feedback, and changes to make.