Catering Event Order Form

I. Event Details

Event Name:

Date:

Start Time:

End Time:

Venue Name:

 

Venue Address:

 

Event Type:

Estimated Number of Guests:

Contact Name:

Contact Phone Number:

Contact Email:

Company/Organization (if applicable):

On-site Contact Person (if different from above):

Special Instructions for Venue (e.g., access, parking, setup area):

 

II. Menu and Food

Menu Selection:

Appetizers:

Description

Quantity

Pricing

Amount

A
B
C
D
1
Hors D'oeuvres
 
$30.00
$0.00
2
Canape
 
$20.00
$0.00
3
 
 
 
$0.00
4
 
 
 
$0.00
5
 
 
 
$0.00
6
 
 
 
$0.00
7
 
 
 
$0.00
8
 
 
 
$0.00
9
 
 
 
$0.00
10
 
 
 
$0.00
11
 
 
Subtotal:
$0.00
 
 

Main Courses:

Description

Quantity

Pricing

Amount

A
B
C
D
1
Spaghetti
 
$25.00
$0.00
2
Cottage pie
 
$15.00
$0.00
3
 
 
 
$0.00
4
 
 
 
$0.00
5
 
 
 
$0.00
6
 
 
 
$0.00
7
 
 
 
$0.00
8
 
 
 
$0.00
9
 
 
 
$0.00
10
 
 
 
$0.00
11
 
 
Subtotal:
$0.00
 

Side Dishes:

Description

Quantity

Pricing

Amount

A
B
C
D
1
Garlic rice
 
$20.00
$0.00
2
Garlic noodles
 
$20.00
$0.00
3
 
 
 
$0.00
4
 
 
 
$0.00
5
 
 
 
$0.00
6
 
 
 
$0.00
7
 
 
 
$0.00
8
 
 
 
$0.00
9
 
 
 
$0.00
10
 
 
 
$0.00
11
 
 
Subtotal:
$0.00
 
 

Desserts:

Description

Quantity

Pricing

Amount

A
B
C
D
1
Brownies
 
$10.00
$0.00
2
Pavlova
 
$15.00
$0.00
3
 
 
 
$0.00
4
 
 
 
$0.00
5
 
 
 
$0.00
6
 
 
 
$0.00
7
 
 
 
$0.00
8
 
 
 
$0.00
9
 
 
 
$0.00
10
 
 
 
$0.00
11
 
 
Subtotal:
$0.00
 
 

Beverages:

Description

Alcoholic/Non-alcoholic

Quantity

Pricing

Amount

A
B
C
D
E
1
Orange juice
Non-alcoholic
 
$5.00
$0.00
2
Soft drink
Non-alcoholic
 
$5.00
$0.00
3
 
 
 
 
$0.00
4
 
 
 
 
$0.00
5
 
 
 
 
$0.00
6
 
 
 
 
$0.00
7
 
 
 
 
$0.00
8
 
 
 
 
$0.00
9
 
 
 
 
$0.00
10
 
 
 
 
$0.00
11
 
 
 
Subtotal:
$0.00
 

Total cost:

$0.00
 

Dietary Restrictions/Allergies:

 

Special Requests for Food Preparation:

 

Cake (if applicable):

Cake Type/Flavor:

 

Size/Servings:

Design/Decorations:

 

Linens:

Color

Style

Material

A
B
C
1
 
 
 
2
 
 
 
3
 
 
 
4
 
 
 
5
 
 
 
6
 
 
 
7
 
 
 
8
 
 
 
9
 
 
 
10
 
 
 
 

China/Flatware:

Style

Quantity

A
B
1
 
 
2
 
 
3
 
 
4
 
 
5
 
 
6
 
 
7
 
 
8
 
 
9
 
 
10
 
 
 

Other Rentals:

Tables

Chairs

Tents

Bar equipment

Other:

 

III. Service Details

Service Style:

Buffet

Plated Dinner

Family Style

Cocktail Reception

Other:

 

Staffing Needs:

Servers

Bartenders

On-site Manager

Other:

 
 

Setup Time:

Cleanup Time:

 

Equipment Provided by Caterer:

 

Equipment Provided by Client:

 

Bar Service:

Open bar

Cash bar

Drink tickets

Other:

 

Alcohol Provided by:

Caterer

Client

Who is responsible for obtaining necessary permits?

 

Form Template Instructions

Please remove Form Template Instructions

 

Why This Form Matters:

  • Clarity and Accuracy: It ensures you capture all the essential details of an event, minimizing misunderstandings and errors. This leads to smooth execution and happy clients.
  • Professionalism: A well-structured form demonstrates your organization and attention to detail, building trust with potential clients.
  • Efficiency: It streamlines the ordering process, saving time for both you and your clients. No more back-and-forth emails or phone calls to gather basic information.
  • Legal Protection: It serves as a record of the agreed-upon services, pricing, and terms, protecting you in case of disputes.
  • Customization: It allows you to tailor your services to each client's specific needs and preferences, enhancing their experience.
 

Why This Form Is Effective:

  • Comprehensive: It covers all the key aspects of an event, from basic details to specific menu items and service requirements.
  • User-Friendly: It's easy to understand and fill out, with clear instructions and logical flow.
  • Organized: Information is categorized and presented in a clear and concise manner, making it easy to review and reference.
  • Flexible: It accommodates various event types and allows for customization based on client requests.
  • Accessible: It's available in different formats (e.g., online, printable) to suit client preferences.
 

Key Takeaways:

  • A Catering Event Order Form is a vital tool for any catering business, contributing to efficiency, professionalism, and client satisfaction.
  • By using a well-designed form, you can streamline your operations, minimize errors, and ensure successful events.

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