What to include in your initial inquiry

The Perfect Catering Brief: How to Get the Best Offer Fast

Your first inquiry email is the key to a successful partnership. The clearer the information you provide at the very beginning, the faster you’ll receive a meaningful proposal. You’ll save yourself dozens of back-and-forth emails and, most importantly, ensure your event runs smoothly without unnecessary stress.

Why is a good brief so important?

• It saves time – for both you and the provider.
• It prevents confusion – everything is clear and in writing.
• It improves the offer – caterers can propose more creative solutions when they understand your vision and your limits.

12 Essentials for Your First Email

1) Event Date & Time The basics. Include an approximate schedule, for example: guest arrival at 9:00 AM, coffee break at 10:30 AM, lunch at 1:00 PM, final buffet at 6:00 PM.

2) Type of Event A full-day conference, a company party, a workshop, or an internal meeting all require different approaches. The type of event dictates the food style, service, and logistics.

3) Number of Guests State the number of guests + a potential buffer. Information about VIP guests is also helpful.

4) Your Vision Describe how you imagine the event:

• Food format: Buffet, finger food, plated menu, live cooking.
• Atmosphere: Informal networking, festive gala, quick working lunch.
• Special requests: For example, branding in company colors.

5) Delivery Address Exact location + info on site conditions: parking, unloading area, access to the space, and a contact person on-site.

6) Delivery & Setup Timing When should the catering arrive? For large events, it’s crucial to distinguish between setup time and service time.

7) Billing Details Don’t forget to include the billing address, ID/VAT numbers, and a contact person to speed up the approval and ordering process.

8) Target Audience Is this an internal event for employees, a client meeting, or a public event? Each requires a different presentation style.

9) Dietary Preferences & Intolerances This is critical. Mention the number of vegetarians or vegans, as well as guests with gluten-free diets, nut allergies, or lactose intolerance. This prevents unpleasant surprises and ensures everyone enjoys the meal.

10) Budget You don’t need to state an exact figure, but a range (e.g., 600–800 CZK per person) helps us design a menu that makes sense for your budget.

11) Equipment & Furniture Do you just need food delivered, or a full-service setup? State whether you need inventory (dishes, cutlery, glassware) and furniture (tables, chairs, buffet stations, decorations). Knowing this in advance allows us to tailor the logistics perfectly.

12) Accompanying Program Our company can provide more than just top-tier catering. We can organize a complete accompanying program - from creative workshops to interactive entertainment ensuring the entire event is an experience from the first minute to the last.

Summary

A perfect catering inquiry isn't rocket science just a few clear details in your first email will do the trick. By providing the date, type of event, guest count, vision, location, billing details, and budget, you’ll get a relevant offer quickly and avoid unnecessary stress.

Need catering you can rely on? Message us. We’d love to take care of your event from start to finish.