A wedding supplier brief for street food

Open with the confirmed food arrangement

State what the street food covers in the wedding day: the main meal, evening food or another agreed service. Include the chosen menu, catering quantity and proposed vehicle as confirmed with Fables. Keep optional ideas separate so an unaccepted change is not mistaken for part of the booking.

Identify where the written quotation and agreed details are held. A supplier brief should summarise those arrangements rather than create additional inclusions. If someone asks for a change to the food or presentation, return the request to Fables and update the brief only when the revised arrangement has been agreed.

Use the wedding timetable as a shared reference

Put supplier arrival, preparation access, the agreed serving period and departure arrangements alongside the wedding programme. Include relevant ceremony, drinks reception, speeches, entertainment and evening arrival times. Explain which commitments affect guests becoming ready to eat and which venue access periods are fixed.

Give the coordinator a clear role in communicating agreed timing changes. Do not assume they can promise a different serving period or alter the catering quantity without discussion. If the person who booked the food is unavailable during the wedding, name an event contact who has the current brief and can reach the relevant providers.

Attach one labelled access and position plan

Show the supplier entrance, route to the catering position, serving side and nearby guest eating space. Mention restrictions identified by the venue, including narrow routes, slopes, ground conditions or limited delivery windows. Ask Fables to confirm the actual proposed vehicle’s dimensions and working requirements rather than relying on an unlabelled photograph.

Record the venue contact who has reviewed the arrangement. If an alternative position is being discussed, mark it as provisional until its access, supplies and guest routes are agreed. Keep the drawing aligned with the timetable so a delivery sequence does not become impossible after furniture or other suppliers are in place.

Give each practical task a named owner

List the furniture, tableware, serving help and clearing tasks relevant to the food. Record which items the venue supplies, which are in Fables’ quotation and which belong to another provider. Ask about anything not clearly included. A broad catering enquiry does not settle every setup or end-of-evening responsibility.

Include who communicates with guests, who receives suppliers and who looks after the eating area after service. Give the people doing those tasks the information they need, without distributing unnecessary personal data. Relevant expressly agreed food intolerance arrangements can be recorded without guest names or medical histories; Fables does not cater for food allergies.

Keep one current version for the final handover

Date the brief and identify the organiser responsible for maintaining it. When a guest count, menu, venue position or programme time changes, update the connected information together. Send the revised version to the relevant providers so no one is working from an earlier plan saved in a separate message.

Before handing the event over to the coordinator, check that confirmed details and open questions are clearly separated. Keep provider contact information available to the people who need it. The final brief should make it easy to see the agreed food, where it will operate, when guests will eat and who handles each surrounding task.

Details to gather before enquiring

• Confirmed food role, menu, catering count and proposed vehicle
• One dated wedding and supplier timetable
• Labelled access, setup and guest eating plan
• Supplied equipment and service tasks assigned to providers
• Available coordinator and organiser responsible for agreed changes

Questions to settle with your event team

Can the coordinator use this brief to request changes?

The brief helps communicate the booking. Menu, quantity, timetable or setup changes still need discussion and agreement with the relevant providers before being treated as confirmed.

Should the brief contain guest dietary names?

Record only the relevant expressly agreed requirement and portion information. Fables asks organisers not to include guest names or medical histories, and does not cater for food allergies.