A Simple Catering Checklist for Hamilton Events

1. Date, time and serving window

• Confirm the event date and the exact time food should be ready to serve.
• Work backwards to a delivery window that leaves room for setup.
• Note any hard constraints — a meeting that ends on time, a venue booking that starts late.

2. Guest count

Use the guest-count and portion planning guide to agree quantities and count dietary portions within the total headcount.

• Use confirmed attendance, not the invite list.
• Decide whether you want a small buffer for open-invite events.
• Most catering menus have a 10-guest minimum; smaller requests are reviewed individually.

3. Delivery address and access

Planning an early meeting? See how a 9:15 a.m. Hamilton meeting order for 13 came together.

• Full address, unit or suite, and the entrance the driver should use.
• Buzzer, reception, elevator availability and any security sign-in.
• Parking or loading restrictions, and how far the food must be carried.
• Name and phone number of the person meeting the driver.

4. Meal format

Compare office meal formats and the Mediterranean catering menu before confirming food and supplies.

• Individually packed meals for individual handout or staggered breaks.
• Shared trays when people eat together with serving-table space.
• Confirm table space, serving supplies and who will set out the food.

5. Dietary and allergy information

• Collect dietary needs alongside the headcount.
• Identify allergies, celiac disease and medically important restrictions clearly and in writing.
• Remember that labels describe intended ingredients, not a guarantee against cross-contact.

6. Budget

Use the catering cost guide to separate food, delivery and optional extras before tax.

• Set a per-person food figure and a total ceiling.
• Remember taxes are extra and delivery is charged separately.
• Leave room for the add-ons you are likely to want on the day.

7. Add-ons and equipment

• Drinks, desserts and extra sides.
• Serving utensils, plates, chafing equipment or rentals.
• Staffing, if someone needs to set up or serve on site.

8. Delivery fee

• Distance is calculated from Eastgate Square Mall in Hamilton to your delivery address.
• $25 within 10 km, $35 over 10 km and up to 20 km, custom quote beyond 20 km.
• Confirm which tier applies before the order is finalized.

9. Building and event logistics

• Tables, power and space for the food once it arrives.
• Waste and cleanup after the event.
• Outdoor events: shade, weather cover and how long food can safely hold.

10. Confirmation

• Check the confirmed menu, quantities, delivery window and total before agreeing.
• Make sure taxes and any separately quoted services appear in the figure you approve.
• Keep the confirmation so the day-of contact can refer to it.

11. Last-minute changes

Need to change your catering order? Contact CaterHarbor early and review the order changes and cancellation terms; revised quantities, availability and any conditions must be confirmed.

• Flag any change in guest count, timing or address as early as possible.
• Some changes cannot be made once the caterer has begun preparation.
• Review the changes and cancellations terms before the date so nothing is a surprise.