Corporate catering: prepare your quote.

Start with the schedule, then choose the format.

List catering sessions: welcome refreshments, breaks, lunch, a reception or dinner. Specify their place in the programme, available time and spaces. Ask whether the proposed service lets workshops or presentations restart on time.

Fictional example: a working day includes a break and lunch before two workshops. The brief describes a service compatible with that schedule; it does not assume a buffet and a seated meal need the same staff or space.

• Distinguish each session and its timing.
• Specify seated service, buffet or another format to confirm.
• Identify setup and clearing times.

Prepare headcounts and adjustments.

Give the expected attendance for each session, including speakers and organisers whose meals must be provided. Not everyone will stay for dinner; avoid using the same number for every meal without checking.

Ask when numbers must be confirmed, how changes are handled and which quantities or services are included. Keep assumptions labelled until the supplier confirms them.

• Prepare a headcount for each meal or break.
• Identify any minimum numbers and adjustment conditions.
• Record who sends the final count to the supplier.

Clarify menus and food information.

Describe menu requirements in aggregate for initial planning. Check practical options, dish information and arrangements for particular needs with the caterer. A menu preference does not guarantee that an allergy can be accommodated.

The French Service Public reference explains allergen information requirements in France, including catering. It is not a statement of UK law. Ask the caterer to confirm the applicable local requirements and how information will be available during service. Any necessary personal details should be handled later by authorised contacts, not entered into the AI brief.

Reference: Service Public · Allergen information in France.

• Confirm possible adaptations with the supplier.
• Check how dish information will be accessible.
• Avoid named lists or medical details in the initial brief.

Connect catering with the venue and equipment.

Clarify delivery access, on-site preparation, equipment and serving spaces. Who provides crockery, tables, staff and clearing? A caterer you have already selected also needs to know the venue conditions.

The ADEME guide covers sourcing, menus, food waste and waste management. Use these topics to ask practical questions about quantities, menu presentation, packaging and sorting arrangements with the venue. An intention does not replace a confirmed service.

Reference: ADEME · Sustainable event catering guide.

• Check delivery times and constraints.
• Distinguish included equipment from items still needed.
• Clarify responsibilities at the end of service.

Request a quote with an explicit scope.

Compare guest numbers, sessions, menus, drinks, staff and equipment. Record currency, tax treatment, options and change conditions. Keep existing agreements and request only the additional services required.

Start by sharing a summary of the programme and requirements. The data minimisation principle described by CNIL means limiting personal data to what serves the purpose. The brief prepares discussion with the Sourcing Force team; it does not book the caterer or confirm an order.

Reference: CNIL · Six GDPR principles.

• Keep track of covered services and open questions.
• Check timings, inclusions and applicable deadlines.
• Request a quote for the services still needed.