An accurate catering quote starts with a clear event brief. Alongside your date and guest count, the caterer needs to understand what you want served, how the venue can be accessed, and which services you expect within your budget.
For an event in Singapore, details such as a condominium delivery approval or a function room’s collection deadline can affect the arrangements. Include the information below in your first enquiry so the quotation reflects the event you are actually planning.
Give the event date and a usable schedule
State the event type, exact date and whether either is provisional. A weekday office lunch and a weekend wedding reception may require different menus, staffing and delivery arrangements.
Include the earliest supplier access time, when food must be ready, the intended meal period and the deadline for equipment collection. “The event starts at noon” leaves uncertainty about whether guests should already be eating then.
For example, explain that suppliers can enter at 10.30am, lunch begins at noon and the room must be cleared by 3.30pm. Ask the caterer to confirm whether that schedule works. For longer programmes, discuss separate meal services instead of assuming one buffet can remain available throughout.
Separate expected attendance from the quantity to quote
Provide the number of people who need food, including organisers or crew where relevant. If attendance is uncertain, give a realistic range and request a quotation for a clearly stated quantity.
“Quote for 60 guests, with a possible increase to 70” is more useful than “around 60 to 80 people”. Ask when the final quantity must be confirmed and whether changing it affects the price or delivery arrangements.
Identify adults, children and special meals without double-counting. For example, specify “60 meals in total, including five vegetarian meals”. Ask how children’s portions are priced. Rasa Catering’s buffet catering menus currently list a minimum of 30 guests, so check the minimum for your chosen package before requesting a smaller order.
Name the menu and explain how food should be served
Share the package name or page link, preferred cuisine and any essential dishes. If you have not chosen a menu, explain whether guests need a full lunch, light refreshments or individually packed meals.
Be specific about drinks, desserts and additional dishes. Ask whether a requested substitution changes the package price, rather than assuming every swap is included.
For a training session or seminar, Rasa Catering’s meeting packages provide half-day and full-day options. Your enquiry should identify each required food service, such as morning refreshments and lunch, with separate timings and quantities. Mention staggered attendance if different groups will eat at different times.
State your total budget and what it must cover
Give your budget in Singapore dollars and explain whether it is a per-person allowance or a maximum total payment. Make clear whether it must include applicable GST, delivery, setup, equipment and staffing.
A useful instruction is: “Our maximum budget is S\$2,000 for 60 guests, including all required charges. Please show optional upgrades separately.” This is an illustrative enquiry budget, not a package price.
Request an itemised quotation showing the food subtotal, each additional charge, tax and final amount payable. Ask whether any minimum spend, date-related charge or access-related cost applies. If the budget cannot cover everything, identify your priorities so the caterer can suggest a practical adjustment.
Describe the venue and the delivery route
Provide the complete address, postal code, building name, floor and unit or function room. Explain whether the venue is an office, home, condominium, community space or outdoor location.
Rasa Catering specifically requests advance notice of floors without lift access and delivery locations requiring approval. Add loading bay details, lift booking requirements, security registration and any restricted delivery hours. A short description of the route from unloading point to serving area can help identify handling needs.
For outdoor catering, describe the serving surface, available shelter and backup location. State which facilities the venue provides and which items need pricing. Attach a floor plan or photographs if access or space is difficult to explain.
List dietary needs in clear numbers
Give the number of meals required for each dietary restriction. Distinguish food preferences from allergies, and describe the actual ingredients that must be avoided.
For example, “three vegetarian meals containing no egg” gives more direction than “some special meals”. If one guest has several restrictions, explain that these apply to the same meal so the caterer does not count them separately.
Ask the team to confirm which requests it can accommodate, any additional cost, and how those meals will be labelled and handed over. For allergies, ask about ingredient checks and how cross-contact risks are managed during preparation and service before accepting a proposed menu. Avoid assuming a general menu description covers every individual requirement.
Specify equipment and staff responsibilities
Explain whether you need delivery only, buffet setup or staff present during service. Ask the quotation to distinguish setup and equipment collection from serving guests, clearing used plates and removing rubbish.
List any requirements for dining tables, seating, reusable crockery, glassware, table linen, drinks dispensers or additional buffet stations. Identify what the venue already supplies to avoid paying for duplicated items.
Rasa Catering’s published buffet information lists items such as buffet tables, chafing dishes and serving utensils. Confirm the inclusions for your selected order, especially when changing the service format. If staff are required, provide their expected working hours and ask how additional time would be charged.
Frequently Asked Questions
What should my first catering enquiry include?
Send your event date, venue, guest count, menu preferences, timings, budget and service requirements.
Can I enquire before confirming guest numbers?
Yes. Give an estimated range and specify the quantity you want quoted.
How do I get the full cost?
Request an itemised total including applicable tax, delivery, setup, equipment and staffing.
When should I mention dietary needs?
Include restrictions and meal quantities in your first enquiry. Ask the caterer to confirm suitability.
Does receiving a quote confirm my booking?
No. Ask what acceptance and payment steps secure your booking.