A good fit forProduct launches, showroom openings, press gatherings and one-off brand events.
Work around the presentation
Tell suppliers when doors open, when the main announcement happens and whether guests are expected to watch a demonstration. Food service may need to pause, move location or become quieter during that period. Give a realistic running order and explain who can approve changes on the day, rather than leaving the catering team to guess around production activity.
Think about what guests are holding
Guests may be carrying a drink, a bag or a phone while viewing products. Discuss portion size, serving utensils and the need for tables or staff. Canapés, bowls and a buffet each create a different experience. Ask what can be eaten comfortably in the venue and how used plates or glasses will be collected without blocking displays.
Make setup part of the production plan
Coordinate catering access with deliveries, installation and rehearsal. Agree preparation space, storage, power and any limits on cooking aromas or equipment near the display area. If you want branded presentation, explain it early and confirm what the supplier can provide. Compare the actual service scope and staffing, not an assumption that every quote includes event styling.
BEFORE YOU ASK FOR QUOTES
The details worth agreeing.
- Share arrival, presentation, demonstration and finish times.
- Describe how guests will stand, circulate and use the space.
- Coordinate catering setup with production and other suppliers.
- Agree plate, glass and waste collection during the event.
- Nominate someone who can approve day-of service changes.
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 product launch with a presentation and standing reception. Please explain suitable portion sizes, service pauses, staffing, clearing, setup requirements and any separately priced branded presentation.Open the planning hub ↗
QUESTIONS TO CLEAR UP
Before you decide.
Can the food match our brand?
Explain colours, presentation preferences and any specific ideas to the supplier. Ask what is practical, how it affects preparation and whether branded materials or styling cost extra.
Should we choose canapés or a more substantial menu?
That depends on event length, time of day and whether guests expect a meal. Give that context and ask suppliers to state portions clearly so you can compare equivalent offers.