Family Reunion Catering Order Form Template

Everything your caterer needs - in one organized document.

The catering conversation is one of the most consequential in reunion planning. Undercommunicating your needs leads to wrong quantities, overlooked dietary restrictions, and the kind of embarrassing shortages that get talked about for years. Overcommunicating is almost impossible. This standardized order form gives your caterer everything they need to serve your group correctly - headcount by meal, dietary requirements, menu selections, service logistics, and payment terms - all in one document.

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Catering Requirements Form Template

Fill this out and send to your caterer. Fields in [BRACKETS] are placeholders.

[FAMILY NAME] FAMILY REUNION - CATERING REQUIREMENTS
Prepared by: [ORGANIZER NAME] | [DATE SUBMITTED]
Contact: [EMAIL] | [PHONE]

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EVENT DETAILS
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Event date:    [DAY, MONTH DATE, YEAR]
Event time:    [START TIME] – [END TIME]
Location:      [VENUE NAME], [ADDRESS]
Catering type: [BUFFET / PLATED / FOOD STATIONS / FAMILY STYLE]

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HEADCOUNT
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  Adults:           [NUMBER]
  Children (3–12):  [NUMBER]
  Children (under 3, free): [NUMBER]
  TOTAL GUESTS:     [NUMBER]

[Note: Final confirmed count will be provided by [DATE - e.g., 72 hours before]]

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MEALS REQUIRED
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  [MEAL 1 - e.g., Lunch]:   [TIME] – [TIME], serving [NUMBER] guests
  [MEAL 2 - e.g., Dinner]:  [TIME] – [TIME], serving [NUMBER] guests
  [Snacks/appetizers]:       [TIME], [DESCRIPTION]

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MENU SELECTIONS
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PROTEIN(S):
  [ ] [OPTION 1 - e.g., BBQ brisket] - Qty: [PANS / SERVINGS]
  [ ] [OPTION 2 - e.g., Grilled chicken thighs] - Qty: [PANS / SERVINGS]
  [ ] [OPTION 3 - e.g., Veggie black bean burgers] - Qty: [PANS / SERVINGS]

SIDES:
  [ ] [SIDE 1 - e.g., Mac & cheese] - Qty: [PANS]
  [ ] [SIDE 2 - e.g., Coleslaw] - Qty: [PANS]
  [ ] [SIDE 3 - e.g., Baked beans] - Qty: [PANS]
  [ ] [SIDE 4 - e.g., Corn on the cob] - Qty: [EARS]
  [ ] [SIDE 5 - e.g., Garden salad] - Qty: [PANS]

BREAD:
  [ ] [OPTION - e.g., Dinner rolls] - Qty: [DOZENS]

DESSERT:
  [ ] [OPTION 1 - e.g., Sheet cake] - [FLAVOR], serves [NUMBER]
  [ ] [OPTION 2 - e.g., Fruit platter]

BEVERAGES (if provided by caterer):
  [ ] Lemonade / iced tea station
  [ ] Coffee & hot tea service
  [ ] Water station (or we will provide)

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DIETARY REQUIREMENTS
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  Vegetarian guests:    [NUMBER]  → Option: [SPECIFY]
  Vegan guests:         [NUMBER]  → Option: [SPECIFY]
  Gluten-free guests:   [NUMBER]  → Option: [SPECIFY]
  Nut allergy:          [NUMBER]  → ⚠️ Please confirm no cross-contamination
  Dairy allergy:        [NUMBER]  → Option: [SPECIFY]
  Other:                [DESCRIBE]

Please label all dishes at the serving station, including allergen info.

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SERVICE LOGISTICS
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  Caterer arrival / setup time: [TIME]
  Service staff count requested: [NUMBER] (if applicable)
  Breakdown / departure: By [TIME]

  EQUIPMENT - Please confirm who provides:
    [ ] Chafing dishes & sternos: [CATERER / WE PROVIDE]
    [ ] Serving utensils:          [CATERER / WE PROVIDE]
    [ ] Disposable plates:         [CATERER / WE PROVIDE]
    [ ] Cutlery & napkins:         [CATERER / WE PROVIDE]
    [ ] Tablecloths (food tables): [CATERER / WE PROVIDE]
    [ ] Trash bags & cleanup:      [CATERER / WE PROVIDE]

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PAYMENT TERMS (from contract)
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  Total agreed:   $[AMOUNT]
  Deposit paid:   $[AMOUNT] on [DATE]
  Balance due:    $[AMOUNT] by [DATE or occasion]
  Gratuity:       [INCLUDED / X% / CASH AT EVENT]

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DAY-OF CONTACT
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  Organizer (day-of): [NAME] - [CELL PHONE]
  Venue contact:      [NAME] - [PHONE]

Please confirm receipt of this form and flag any questions or conflicts
at your earliest convenience.

[ORGANIZER NAME]
[EMAIL] | [PHONE]

Common Catering Mistakes to Avoid

!Not specifying who provides serving equipment - the 'we assumed you were bringing chafing dishes' conversation is one nobody wants to have at noon on event day.
!Giving a headcount before your RSVP deadline - always base your order on confirmed RSVPs, not estimates. Submit preliminary, update with final.
!Forgetting to ask about allergen cross-contamination - 'we don't use nuts' is different from 'our kitchen is nut-free and we follow cross-contamination protocols.'
!Not specifying arrival and breakdown times - caterers need these to schedule their day. Vague timing leads to late setup or early departure.
!Skipping the gratuity conversation - agree on gratuity terms in the contract, not after the event when there's less leverage.
!Ordering exactly the right amount - always add 10 to 15% buffer on the main protein. Running out of chicken is a much bigger problem than having leftovers.

How Reunly Automates Your Catering Data

The hardest part of this form is the headcount and dietary restriction sections - because those numbers come from your RSVP data, which changes up until the deadline. Reunly tracks every RSVP, compiles dietary restrictions automatically from registration responses, and gives you a live headcount broken down by adult/child and meal preference. No manual counting, no spreadsheet cross-referencing.

✓Live RSVP headcount - adults, children, total, by meal
✓Dietary restriction aggregation - compiled automatically from registration data
✓Dietary restriction report ready to copy into the catering form
✓Budget tracker for catering payments - deposit, balance, and totals
✓Vendor contact storage - caterer info always accessible to your committee

🚀 With Reunly

Skip the template - let Reunly handle this automatically

Reunly compiles your headcount and dietary restrictions from RSVP data so you don't have to copy and paste from a template.

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Frequently Asked Questions

When should I finalize the catering order for a family reunion?

Submit your catering order 2 to 3 weeks before the event. Most caterers need a preliminary order at that point and a final headcount 72 hours before the event. Get your preliminary count from RSVP data, then confirm the final number once your RSVP deadline has passed.

How do I collect dietary restrictions from guests?

Include a dietary restrictions field on your RSVP or registration form. Ask about vegetarian, vegan, gluten-free, and major allergens (nuts, dairy, shellfish). Don't rely on people volunteering this information voluntarily - most people won't mention a preference unless directly asked.

How much food should I order per person?

A general rule: plan for 1.25x your confirmed headcount for buffet-style service. People go back for seconds, and you want guests to feel abundance, not scarcity. For plated service, 1:1 is fine. Always over-order protein slightly - running out of the main dish is a bigger problem than leftovers.

What dietary options should I always have available?

At minimum: a vegetarian protein option (bean dish, veggie burger, or similar), a gluten-free option for the main, and label everything clearly. If you have any known severe allergies in your group (nut allergy especially), discuss cross-contamination protocols with your caterer explicitly.

Related Templates

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Vendor Confirmation Email

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Meal Plan Template

💰

Budget Spreadsheet

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