Preparing a Christmas catering quotation brief

Describe the occasion, date and venue

State whether you are planning an office lunch, an evening staff party or another Christmas celebration. Give the preferred date, venue address or postcode and a contact who can answer practical venue questions. If the venue is undecided, identify that clearly rather than supplying an assumed setup position.

Explain the atmosphere and food role you have in mind. Include any fixed workplace, venue or programme commitments that affect the meal. Fables welcomes Christmas enquiries across the UK subject to availability and venue requirements; an enquiry or preferred date does not by itself confirm that a booking is available.

Give food ideas and a service-specific count

Name any published catering format you are considering or describe the festive menu request you would like discussed. The Christmas page introduces festive banquet catering rather than a fixed dish list for every booking. Keep optional ideas clearly separate so they can be considered without becoming assumed inclusions.

Give the people count for the food service and explain shifts, later arrivals or other distinct groups. Mark estimates clearly and ask how the quantity should be confirmed. Include relevant food intolerance requests for discussion before booking. Fables caters for expressly agreed intolerances only and does not cater for food allergies.

Add the practical serving and access information

Provide the desired serving period and the programme around it, including meetings, awards or entertainment that affect guests being ready to eat. Give the venue’s supplier access times and any known reception, unloading, steps or lift restrictions. Ask Fables to confirm requirements for the actual proposed menu and service.

If the room changes use during the party, describe the change and the work it may require. Share existing facilities and equipment confirmed by the venue. Do not invent a technical specification or assume a generic statement about available power establishes the complete catering arrangement at the working position.

Make optional hire and staff duties explicit

List furniture, crockery, glassware, waiting staff, a photobooth, marquee or other hire you want discussed. Identify items already provided by the venue or another supplier. Ask the quotation to state the agreed quantities, roles, tasks and working periods rather than assuming all the options appear in every catering price.

Include preparation, guest service, clearing and equipment handover in the discussion. Compare proposals using the same menu and scope. If one quotation covers staff or equipment that another leaves to the organiser, the headline totals do not describe the same arrangement and should not be treated as a direct like-for-like price.

Confirm the booking record and deadlines

Keep the accepted quotation with the menu, people count, timetable and agreed responsibilities. The published Christmas terms state that the final booking form and cleared final balance are due 21 days before the event unless expressly agreed otherwise in writing. Check the arrangements recorded for your booking and keep any written variation with the record.

Choose one organiser to route changes through the agreed booking contact. A form entry or internal team message does not confirm an unaccepted food request or amendment. Keep expressly agreed intolerance portion information clear without guest names or medical histories, and tell Fables promptly about changes that affect the confirmed plan.

Details to gather before enquiring

• Christmas event type, preferred date and venue information
• Food request and people count for each proposed service
• Serving window, programme and supplier access details
• Optional hire, staffing duties and items already supplied elsewhere
• Written inclusions, current requirements and booking deadlines confirmed

Questions to settle with your event team

Does requesting a quote reserve the date?

Treat availability and the proposed arrangement as matters to confirm with Fables. Keep the written booking details and any agreed conditions together; an enquiry alone is not confirmation of every requested service.

Which final deadline is published for Christmas events?

The Christmas page states 21 days before the event for the final booking form and cleared final balance, unless expressly agreed otherwise in writing. Check the arrangements recorded for your own booking.