The Ultimate Corporate Catering Checklist for Event Planners
Even experienced event planners miss details when it comes to catering. This checklist covers everything — from the first brief to post-event wrap-up — so you can walk into event day confident that catering is fully sorted.
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4–6 Weeks Before the Event
📋 Planning Phase
Confirm headcount estimate — Get a rough number from the organiser to start getting quotes
Decide on catering format — Buffet, lunch box, tea break, or combination
Set per-pax budget — Include 6% service tax in your calculation
Shortlist 3 caterers — Check reviews, verify halal certification, confirm they cover your venue area
Request written quotations — Ask for itemised pricing, not just a total figure
Confirm venue catering rules — Some KL venues require a venue-approved caterer list
2–3 Weeks Before the Event
🤝 Confirmation Phase
Confirm caterer and pay deposit — Typically 50% of total quoted amount
Finalise menu — Review and approve all dishes. Check all items are halal.
Collect dietary restrictions — Send a simple form to attendees: vegetarian, allergies, diabetic
Confirm serving staff requirement — Do you need waitstaff? Is it included or extra?
Clarify what equipment is included — Chafing dishes, tablecloths, plates, cutlery, napkins?
Share event run-of-show with caterer — Include setup time, service start time, and end time
3–5 Days Before the Event
🔧 Final Prep Phase
Confirm final pax count — Add 10% buffer if unsure. Inform caterer immediately.
Send venue access instructions — Loading bay, parking, security contact, lift access
Confirm caterer arrival time — Should be at least 90 minutes before food service starts
Confirm final payment schedule — Most caterers require full payment on or before event day
Prepare contact details — Save caterer's mobile number for event day communication
Event Day
🎯 Day-Of Phase
Meet the caterer on arrival — Show them the serving area and confirm setup layout
Check food readiness 30 mins before service — All dishes set up? Hot food warm? Drinks chilled?
Check quantity against pax — Are there enough portions? Flag any shortfall immediately
Verify serving equipment is set up — Serving spoons, tongs, ladles in place for each dish
Label dishes if needed — Especially important for events with mixed dietary needs
Confirm teardown time and process — Who packs up? What happens with leftovers?
After the Event
📝 Post-Event Phase
Complete final payment — If balance payment is outstanding, settle within agreed terms
Gather feedback from attendees — A quick survey or verbal check-in helps improve future events
Leave a review for the caterer — Google reviews help good caterers and help future planners like you
Save quotation and invoice — For budget tracking and repeat events next year
💡 Pro Tip: Create a WhatsApp group with the caterer's representative and your key event day contact. It's the fastest way to communicate last-minute changes, especially in KL traffic conditions where caterers may be delayed.
Ready to Book Your Corporate Catering?
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