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 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
- 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
- Individually packaged meals for simple distribution and no setup.
- Buffet-style trays for variety and faster service in a larger room.
- Table space, serving line and who will set the food out.
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
- 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
- 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.
Common questions
How far ahead should I book catering?
Send your request as early as you can, especially for larger groups and weekend dates. Availability is confirmed manually, so more lead time means more menu options and a smoother delivery window.
What information does CaterHarbor need from me?
Your date and serving time, guest count, full delivery address with access details, preferred meal format, any dietary or allergy requirements, and a rough budget if you have one.
Can I change my guest count after requesting?
Tell CaterHarbor as soon as numbers move. Changes are easier before the order is finalized with the caterer; late changes may not be possible depending on the menu and timing.