Corporate event catering checklist for Malaysian offices

Use this checklist when you book catering for a meeting, seminar, townhall or company event in Malaysia. It covers what usually goes wrong and how to prevent it.

Four weeks or more before

• Confirm the date, start time, end time and number of meal rounds (breakfast, tea breaks, lunch).
• Set a budget per pax and agree who approves the quote and purchase order.
• Shortlist caterers and confirm each one's halal certification and food-safety credentials.
• Check the venue's rules on outside caterers, gel fuel for chafing dishes and live cooking.

Two weeks before

• Collect dietary needs: vegetarian, allergies and any other requirements.
• Confirm the menu and the service style: buffet, bento, tea break or live station.
• Book the loading bay and service lift with building management, and register the caterer's vehicle if required.
• Confirm the setup area, tables, power points and where the food will be served.

Three to five days before

• Send the final headcount by the caterer's deadline.
• Share an on-site contact person and their mobile number.
• Confirm delivery time. For a 12:30pm lunch, food usually needs to arrive and be set up by around 12:00pm.
• Check the payment terms and whether you need an e-invoice.

On the day

• Have someone meet the crew at the loading bay.
• Check that vegetarian and special-diet items are labelled.
• Confirm the clear-up time with the caterer before the session ends.

After the event

• Give the caterer feedback while it is fresh.
• If the event is recurring, lock in the next dates early.