A good fit forOne-off school celebrations, staff events, fairs and community gatherings on school premises.
Agree the event format first
A staff lunch, a family celebration and a public fair need different catering arrangements. Explain who is attending, when people arrive and whether food is included by the organiser or paid for individually. Ask suppliers how they would handle service within the event window. Do not assume a general catering enquiry covers public trading or a guaranteed level of sales.
Coordinate with the school or venue lead
Confirm approved access routes, arrival times, cooking locations and the facilities suppliers may use. The school or venue should explain its requirements for visitors, equipment and working areas. Discuss power, drinking water, handwashing, waste and vehicle movement with the relevant teams. Keep those responsibilities written down so staff, volunteers and suppliers know who provides what.
Keep guest information proportionate
Use approximate age groups and broad menu requirements in a shared enquiry; do not include children's names, contact details or individual health information. Arrange necessary dietary discussions privately through the responsible organiser and chosen caterer. Agree how food information will be provided, who manages queues and how serving equipment is kept separate from other event activities.
BEFORE YOU ASK FOR QUOTES
The details worth agreeing.
- State whether the event is private, staff-only or open to families.
- Clarify host-paid catering or individual purchases.
- Confirm the venue's supplier access and equipment requirements.
- Agree service points, queues, waste and clearing responsibilities.
- Keep personal details about children out of shared briefs.
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 one-off school event with a defined serving window and venue-managed access. Please explain portion commitments, service setup, queues, equipment, waste, clearing and which organiser responsibilities remain.Open the planning hub ↗
QUESTIONS TO CLEAR UP
Before you decide.
Can suppliers sell food directly to visitors?
Explain that intention in the enquiry and discuss it with both the venue and supplier. Agree trading arrangements, costs and responsibilities directly; an enquiry does not guarantee sales or permission.
What information should we share about children?
Keep the shared brief to numbers, broad age groups and general menu needs. Use an appropriate private conversation for any individual requirements with the responsible organiser and selected supplier.