Planning catering alongside a Christmas marquee

Bring the food brief into the structure discussion

Explain the proposed meal format, people count and role of the food in the celebration. Tell the marquee provider and Fables about the intended serving and eating arrangements, including drinks, presentations and entertainment where relevant. They need a shared event brief rather than separate plans with conflicting assumptions.

The Christmas offer includes festive catering and marquee hire, but the actual structure, menu and service need to be agreed for your event. A combined enquiry should still identify the individual requirements. Ask for the quotation to state the supplied items and responsibilities clearly instead of treating the services as an unspecified all-inclusive package.

Show the route between catering and guests

Mark the proposed food preparation or serving position, the eating area and the routes connecting them. Include entrances, supplier access and nearby activity on the venue plan. Discuss the actual catering arrangement with Fables and the structure provider so the space relates to the way food will be served.

Share known ground conditions, slopes, distances and venue restrictions. Where a vehicle is being considered, ask Fables to confirm the proposed vehicle’s dimensions and working requirements. Do not infer suitability from a photograph or assume an alternative position can be used without reviewing its access and supplies.

Ask how supplies and environmental needs are covered

Give the providers the venue’s information about available supplies at the proposed positions. Ask which power, water, lighting, heating or other arrangements need discussion for the event. Keep equipment suitability and operating requirements with the relevant providers rather than selecting them from an organiser’s assumed specification.

A marquee booking does not by itself establish that every supporting item is included. Ask what the proposed structure arrangement covers and which requirements are separately quoted. If the catering menu, equipment position or programme changes, ask whether the connected supply and working-space plan needs to change as well.

Coordinate installation, catering and room readiness

Put relevant supplier arrival and setup periods on one timetable, with the time guests are due to enter. Explain which routes or areas are shared by catering, furniture and the structure work. Ask providers to agree a practical sequence rather than booking each team into the same space independently.

Name the venue contact and the organiser available during setup. If the usual party host is elsewhere, appoint someone who has the current plan and can reach the providers. Keep a clear distinction between the time the structure is available, the catering working period and the agreed guest food service.

Plan the final handover and any proposed alternative

Discuss clearing, supplier departure, equipment storage and collection with the venue and relevant providers. Confirm which access needs to remain available after guests arrive. If a change of position or another contingency is being considered, have its route, supplies and guest arrangement reviewed before treating it as an agreed alternative.

Keep one dated plan with the quotation, menu, people counts and event timetable. Identify provisional items clearly and name the person coordinating changes. A useful final brief makes it possible to see what is supplied, where the food and guests will be, and which provider handles each practical part of the Christmas celebration.

Details to gather before enquiring

• Shared food, guest and programme brief for all providers
• Labelled catering, serving, eating and supplier access positions
• Venue information and provider-confirmed supply requirements
• Installation, food setup and room-ready times on one schedule
• Agreed clearing, departure, storage and collection responsibilities

Questions to settle with your event team

Does marquee hire include heating, power and catering equipment?

Ask the quotation to identify the actual items supplied and the responsibilities of each provider. Do not assume a structure booking includes every supporting requirement for a Christmas event.

Can we plan catering and the marquee in one enquiry?

Yes, the Christmas offer includes both services for discussion. Explain the requirements separately within the same event brief, then confirm the complete proposed arrangement and availability.