Access should be checked as a separate task, not left to the delivery driver on the day. Ask whether the final approach includes a narrow road, private track, steep driveway, stairs, a long walk from parking or water access. Confirm where a vehicle can stop and whether boxes, eskies, tables and cooking equipment must be carried any distance. A site photo showing the gate and unloading point can prevent an avoidable return trip. If a gate needs a code or a key, put that information in the written brief rather than relying on a hurried phone call.
The available facilities will shape both the menu and the equipment plan. Record the number and size of refrigerators, bench space, sinks, ovens, cooktops and usable power outlets. Note whether there is a sheltered area for preparation and service, along with enough tables for food, plates and drinks. Do not assume that a holiday property kitchen can support commercial preparation. Ask the caterer which items will arrive ready to serve and which need reheating or finishing on site. A quick inventory, checked against recent property photos, often exposes missing tables or limited cold storage before a menu is finalised.
Guest information should be gathered early and kept current. For 30 people, the caterer will need a reliable headcount, an approximate balance of adults and children where relevant, and details of allergies, intolerances and dietary preferences. Explain whether guests will eat seated, help themselves from a buffet or take small portions while moving around the property. The service style affects portioning, crockery, staffing and the amount of bench space required. Ask guests for dietary details in a consistent format, then send one consolidated update instead of forwarding scattered messages that can create conflicting versions of the brief.
Menu choices also need to match the journey and the site. Food that travels well may be more suitable than dishes that depend on last-minute cooking, especially if preparation space is limited. Discuss which courses must arrive chilled, which can be assembled after delivery and what needs reheating. Confirm who will provide ice, serving spoons, platters, glassware, napkins and bins or rubbish bags. If the property has outdoor dining, identify a protected area for food and a backup location if wind or rain affects service. These details help the caterer price the actual work rather than an idealised version of the event.
Staffing should cover more than the minutes when food is placed on the table. The plan may need time for unloading, set-up, food finishing, guest service, clearing plates and packing equipment. Ask how many staff are proposed and which tasks they will perform on site. Then work backwards from the intended meal time, allowing for the access route and any preparation that cannot begin until the team arrives. For planning catering for remote venues, a written running sheet can show the host when access is needed, when guests should be seated and when equipment will be collected.
Keep one practical event brief that every relevant person can read. Include the full address, a map screenshot, arrival instructions, parking or unloading details, the host’s mobile number, the property contact and the latest guest count. Add a simple floor plan if the venue has several outdoor areas or a long path between the kitchen and dining space. The day before, confirm that access has not changed and that someone will be available to open gates or meet the team. Caterers commonly label boxes by destination, so noting the dining area, kitchen or bar on the brief can save repeated questions during unloading.
Property rules deserve a direct check with the owner or manager. Ask about permitted preparation areas, furniture use, open flames, noise, parking, waste removal and the required departure condition. If the event depends on outdoor cooking or a temporary service station, confirm that arrangement before committing to the menu. The written quote should make clear what is included in transport, staffing, equipment, set-up, service and pack-down, as well as any items the host must supply. A final review of those inclusions beside the site brief gives both sides a practical reference for the event day and reduces last-minute assumptions.
