■ Day(s) and date(s) of the event—Including both the day and the date will clarify any mistakes regarding when the event is to take place, and the day of the week may influence the pricing based onsupply and demand.■ Starting, ending, and serving times—The caterer needs to know exactly how food service fits into the overall event program in order to calculate setup, clearing, and other costs.■ Location of the event—The specific site, including the room or space, may have an impact on the setup, preparation, and cleanup costs, particularly for off-premise venues with limited or difficult access.■ Number of guests—Used to calculate pricing and quantities to be ordered. Pricing is based on the cost of the foodstuffs, labor, over- head, and profit. There are certain per person economies of scale that are calculated into the final costing and pricing, which may fluctuate if attendance increases or decreases. The caterer and the client should agree on how the final head count (the number actually served) will be determined (e.g., tickets, counter, number of rolled napkins with flatware used, etc.).
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