Checklist of Things to Know Before Confirming a Catered Menu

Before you approve a catered menu, compare the dishes with the latest proposal and event details. Use this short checklist to catch unresolved choices while there's still time to discuss them.

Check the meal you're approving

• Menu version: Are the selected dishes and agreed substitutions written out clearly? Remove alternatives that are no longer under consideration.
• Guest count: Does the proposal use the count you intend to approve? Confirm when the final count is due and how a later change would be handled.
• Dietary arrangements: Has the caterer reviewed each request and confirmed what can be accommodated? Discuss ingredients, cross-contact precautions, and how the right meal will reach each guest.
• Timing: Are guest arrival, the planned meal time, and any pauses for speeches or activities recorded? Confirm the service window with the caterer.

Check what the menu depends on

• Service format: Is the proposed way of serving the meal clear, with any requested staffing confirmed?
• Venue readiness: Are the location, permitted kitchen access, setup time, and serving area agreed? Note any property question still awaiting an answer.
• Tableware and rentals: Who supplies serving equipment and guest plates, glasses, and cutlery? For Desert Dine family-style and buffet service, serving platters and serving utensils are included. Guest plates and cutlery are separate items to confirm, and rentals are separate.
• Price and scope: Does the latest proposal reflect your selections and agreed services, including the applicable charges and any separate items?
• Changes and approval: Who can approve a change, how will substitutions be discussed, and which dated version is the final menu?

If an answer is still open, name the question in your reply rather than approving an assumption. Keep the confirmed menu with the accepted proposal so everyone refers to the same selections.

Still choosing the meal? Review Desert Dine's menus and share your event details for a Palm Springs or Coachella Valley gathering. This checklist becomes most useful once you're ready to confirm the proposed dishes and service.