A good fit forDaytime gatherings, afternoon teas and informal celebrations in a home or private venue.
Match food to the afternoon
Decide whether guests expect a meal or a lighter spread, and tell suppliers how long the gathering will last. Afternoon tea, a buffet and individual boxes all create different serving needs. Think about whether guests will eat at tables or balance plates while talking. Food that looks attractive still needs to work with the space.
Keep the drinks plan practical
Tea, coffee and other drinks need serving space, cups, hot water and someone to replenish them. Check whether these are part of the catering service. If you want a self-service station, agree who sets it up and checks supplies. Ask how used cups and plates will be collected so they do not overwhelm the room.
Ask about requirements privately
Gather broad menu preferences for the enquiry and discuss individual dietary requirements directly with the chosen caterer. Do not put guest names, pregnancy details or medical information in a shared brief. Let the supplier explain ingredients, preparation and what they can accommodate. Plan fridge space and delivery timing with them rather than leaving food arrangements to guesswork.
BEFORE YOU ASK FOR QUOTES
The details worth agreeing.
- Say whether the food replaces lunch or is an afternoon treat.
- Match portions and serving style to the event duration.
- Confirm seating, tables and space for drinks.
- Agree whether cups, stands and plates are hired or disposable.
- Plan delivery, storage and collection of hired items.
A USEFUL STARTING BRIEF
Make it specific to your event.
Replace the bracketed details. Keep names, contact details, exact private addresses and named health information out of the shared brief.
A daytime baby shower with a seated afternoon spread, non-alcoholic drinks and time for games. Please explain portions, delivery or staffing, drinks service, crockery and any storage needed.Open the planning hub ↗
QUESTIONS TO CLEAR UP
Before you decide.
Can we mix sweet and savoury food?
Yes, discuss the balance and portion sizes with suppliers. Explain whether guests will have eaten beforehand and whether a separate cake is planned, so the overall spread makes sense.
Do we need staffed service?
A small gathering may work with delivery and a host-managed drinks station. A larger or more formal event may benefit from staff. Compare the responsibilities included in each option.