THIS ARTICLE COVERS:
Event Planning
Event Planner
Brisbane Corporate Catering
Corporate Catering
Drop-Off Catering Brisbane
Office Catering
Why a fast event brief matters
A clear brief means better menu suggestions, correct staffing and smarter logistics. It also reduces waste and keeps costs predictable. For teams using our Express Catering or full service events, the same foundations apply.
What to have ready before you start
Spend two minutes gathering these details:
Event date and service times
Venue address plus any access notes or parking
Estimated guest count and a budget range
Service style you have in mind
Known dietary requirements
Onsite contact and billing details
The 10 Minute Brief Checklist
Use these eight essentials. Add a short example to each line if you know it.
1. Event Basics
Name of event, date, start and finish times.
Example: Leadership offsite, Tue 25 Feb, 8:30 to 4:30
2. Location & access
Street address, level or room, load-in route, lift restrictions, security sign-in / access requirements. Most catering equipment is transported on trolleys, so it’s also important to note whether there are any stairs between the load-in location & event space.
Example: 123 XXX St, Level 18 Boardroom, loading via XXX St dock. There are a small set of stairs between the elevator and function space.
3. Guest count & format
Total guests, seating or standing, single room or multiple spaces.
Example: 42 guests seated in boardroom, breakout area for tea and coffee.
4. Service windows
When you want each item served – i.e. Morning tea, lunch, afternoon tea, pre drinks, dinner. Also include if there are any planned breaks in service
Example: MT – 10:15am, Lunch – 12:30pm , AT 3:00pm. Dinner at 6:00pm (Pause beverage service at 6:30 for speeches)
5. Menu direction
Light and fresh, hearty, shared, plated, cocktail, grazing station or drop-off catering boxes. Any must haves or no go items.
Example: Working lunch that eats cleanly, no messy sauces, add a veg heavy option.
6. Dietary requirements
Guests with allergies and intolerances and the severity of the requirement – i.e. Coeliac, nut allergy, dairy free, halal, vegetarian, vegan. Where possible, provide the guest’s names for seamless service on the day.
Example: 1 x Coeliac (Sam), 1 x Anaphylactic Nut Allergy (Michael), 2 x Vegetarian (Mohammed / Carl), 1 x halal (Priya).
7. Equipment and facilities
Fridges, ovens, power (3 phase), trestles, ventilation, smoke detectors, glassware, bins. Tell us what exists and what you need us to bring.
Example: No kitchen on event space level, but there is an attached unused space that can be used as a back of house area. Power available. Need plates, cutlery, water jugs, rubbish removal. The team can use our glassware
8. Contacts and approvals
Onsite contact, mobile number, invoicing email, PO or card, approval timing.
Example: Onsite Alex 04xx…, invoice ap@client.com, PO issued on quote approval.
Simple Runsheet we work from
Keep it short. Times, what is served, where, and who unlocks each space.
08:00 – Bump in via loading dock, access approved by Reception
10:15 – Morning tea in Breakout
12:00 – Guest Arrival
12:30 – Working lunch in Boardroom
15:00 – Afternoon tea in Breakout
16:15 – Pack down and remove waste
16:30 – Catering team departs
Copy and paste brief template
Drop this into an email to get started.
Subject: Catering brief for [Event Name] on [Date]
Event basics:
Date:
Times:
Venue and access:
Guest count and format:
Service windows:
Menu direction:
Dietary requirements:
Equipment and facilities:
Contacts and approvals:
Notes or questions:
What Happens Next?
We confirm any gaps quickly and return a quote with menu options and a simple run sheet.
Once approved, we schedule production, logistics, and staffing.
You receive final confirmation with delivery or bump in details.
