Catering event brief and proposal comparison worksheet

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How to use this resource

Record the event purpose, date, venue, access window, guest-count basis, service periods, menu direction, and guest-provided dietary information. Separate food and beverages from staffing, rentals, setup, service, cleanup, leftovers, and venue or third-party tasks. Ask the venue and caterer to identify their own requirements and responsibilities. For allergies or medical dietary needs, pass the guest's information directly and ask the caterer to explain its ingredient-information and preparation process; do not promise an allergen-free result. Give each caterer the same brief and compare written inclusions, assumptions, alternatives, schedule, responsibilities, complete fee structure, and fit.

Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.

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Catering preparation checklist

• List the event purpose, date, venue, indoor or outdoor setting, access window, service times, and planning contacts.
• Record the current guest-count estimate, confirmation date, adult and child context if useful, and how late changes will be handled.
• Describe menu direction, courses or service periods, beverages, presentation, and any known venue or cultural preferences.
• Collect guest-provided dietary and allergy information without diagnosing needs or promising that any item or setting is allergen-free.
• Choose questions for drop-off, buffet, stations, plated, family-style, reception, or another service approach without assuming staffing.
• Inventory kitchen or prep access, power, water, refrigeration, loading, parking, stairs, elevators, distance, weather, waste, and cleanup constraints.
• Separate caterer, venue, rental company, planner, host, and guest responsibilities for food, staffing, equipment, setup, service, cleanup, and leftovers.
• Compare every proposal against the same guest-count basis, menu, service, staffing, rentals, schedule, responsibilities, alternatives, and fee structure.

Questions to ask a caterer

1. What guest-count assumptions, confirmation dates, change process, menu selections, portions, beverages, and service periods are included?
2. How do you collect ingredient or dietary information, communicate substitutions, and discuss preparation or service processes for guest-reported allergies or dietary needs?
3. What staff roles, arrival and departure times, service duties, attire, breaks, supervision, and host or venue support are assumed?
4. Which serving pieces, tableware, linens, warming or cooling equipment, kitchen items, rentals, delivery, setup, cleanup, waste, and leftover tasks are included?
5. What venue access, loading, parking, power, water, refrigeration, weather, floor-plan, outside-vendor, and schedule dependencies must be confirmed?
6. What is the complete fee structure, assumptions, client and venue responsibilities, alternatives, change process, cancellation or postponement terms, and final handoff?

Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.

Official references and scope

These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 10, 2026. This pack has not been independently reviewed by a licensed specialist.

• U.S. Food and Drug Administration: Food Allergies ↗

  The FDA page identifies major food allergens and explains federal labeling context for packaged foods. This worksheet uses it only to support collecting guest-provided information and asking caterers about ingredient-information and preparation processes; it does not provide medical advice or promise an allergen-free meal or environment.

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