How do I book catering or an event service?

Tell us what you need through our website chat or email info@pearllemongroup.com. For a useful quote, include the event date, venue/address, number of guests, approximate budget, meal format (buffet, canapés, lunch boxes, plated food), proposed service and delivery times, staffing needs, and any allergies or dietary requirements.

The usual progression:

1. We confirm your brief and ask only the missing questions.
2. We provide an indicative menu, scope and price, showing VAT and significant exclusions clearly.
3. Once you're happy with the proposal, we check suppliers, staff, equipment and delivery arrangements.
4. We issue written booking and payment terms or an invoice; the booking is secured only when the conditions specified in that agreement are met.

Can I change the delivery time or number of guests? Ask as early as possible. Change deadlines, extra charges, cancellations and deposit rules are event-specific and must be confirmed in your written booking terms. We cannot promise that a headcount change or a new delivery time will be accepted without checking supply arrangements. If you already have a quotation, reply to the same email thread instead of starting over.

We can usually progress your initial enquiry by email. A call is available where useful but is not compulsory. A quotation is not itself proof that the date, kitchen, equipment or serving team has been reserved.

Detailed event quote and booking guide — expanded 21 October 2026

Event formats we can assess

Pearl Lemon Catering & Events can discuss corporate breakfast and lunch, packed lunches, buffets, canapés, private events, staffed food service, barista/matcha/bubble tea stations, equipment rentals and wider event or brand-activation support. The right approach depends on the occasion, venue, menu, staffing, local suppliers and lead time. We should distinguish delivery-only catering from full production or staffing; the difference affects pricing and logistics.

What should I put in a useful catering enquiry?

Send info@pearllemongroup.com the event date, postcode/venue, number of guests, desired delivery and serving times, type of event, menu or cuisine, dietary/allergen information, whether you need drop-off, setup, service or clearing, drinks/equipment requirements, and a rough budget if available. For a multi-day event, provide guests and service times per day. Give the decision or quotation deadline if the date is approaching.

You do not have to complete a long questionnaire before we can discuss options. If you already gave the date, headcount and menu, the next step is to work from that information and ask only what genuinely remains unclear.

Can I get prices or a menu by email without scheduling a call?

Yes. Where the brief is sufficiently clear, the team can discuss a reasoned indicative menu, package or price range with stated assumptions. Some complex events need supplier or venue checks before a reliable total can be presented. Any preliminary estimate should make clear what is included and excluded, expected portions, delivery/staffing assumptions and VAT treatment. It must not be presented as a final committed quote or confirmed supplier booking.

For a modest office lunch, a delivery-only or fixed-menu option may offer better value than a staffed service. For a major event or activation, a tailored proposal may need separate food/beverage, labour, equipment, logistics, installation, production and venue lines. Explain practical trade-offs rather than silently reducing food quantity.

Delivery-only catering, buffet or staffed catering?

• Delivery-only: food is prepared elsewhere and delivered ready for the agreed serving approach, with packaging and transport included or clearly itemised. Customer handles service unless setup is specifically agreed.
• Delivery plus setup: delivery team may unpack and arrange food or equipment according to the quotation; this is distinct from attendants throughout the meal.
• Staffed buffet / stations: trained staff, suitable service equipment and confirmed setup and clearance windows may be required.
• Plated meal or experiential event: usually involves more detailed venue access, staffing, production, equipment and risk planning.

Ask whether there is a loading bay, lift, induction/access procedure, strict security, event venue restrictions, guest service window or need for evening/weekend delivery. A barracks or secured government site may have access and vehicle registration rules that affect logistics; never assume ordinary door-to-door delivery is possible.

Can you provide hot food if the venue bans open flames?

Potentially. Some venues do not permit chafing-fuel burners or naked flames. The team may investigate compatible options such as suitable insulated food transport, delivery timed for service, or electrically powered hot-holding equipment only if the venue allows it and safe temperatures can be maintained. Confirm power sockets, venue fire rules, service duration, food safety and required kit with the operator. A solution is not agreed merely because an alternative is mentioned in chat.

Can you quote an Oktoberfest or themed meal?

A themed delivery-only brief might mention bratwurst in rolls, fries, pretzels and optional suitable vegetarian alternatives. For an event of around 40 people, the practical questions are final service time, dietary split, temperature and packaging requirements, exact secure delivery point, and whether food must arrive hot and ready to serve. If the customer gives headcount, date, menu and service format, do not ask for the event type or guest count again. The team can then quote on documented portion and delivery assumptions subject to availability and final supplier signoff.

What if my event is tomorrow or within 48 hours?

Tell us your deadline immediately. We can assess simpler preprepared menus, single-location delivery, limited SKU choices or alternatives where a complex staffed service is not feasible. Availability can never be assumed, especially for specialist equipment, security-controlled venues, licensed services or evenings and weekends. Urgent requests should not be left with only a generic booking link.

Allergies, dietary requirements and faith-based menus

State the number of guests requiring vegetarian, vegan, gluten-free, halal, kosher or other options, and separately flag medically significant food allergies and cross-contact concerns. We may discuss suitable menus, but ingredients, allergen-control methods and any certification require actual supplier verification. We should never promise “allergen-free,” kosher certification, halal certification or zero cross-contact without documentary evidence.

What does a useful quotation show?

For an itemised enquiry, expect a clear event summary, guest and portion assumptions, menu or concept, unit quantities where applicable, delivery/collection, optional staffing and equipment, VAT treatment, meaningful exclusions, validity or deadlines only if genuinely approved, and the next step for acceptance. Optional upgrades should be identified as such. Final acceptance depends on contractual terms and confirmed capacity.

What happens after I say yes?

The team confirms the written scope and any outstanding supplier checks, issues appropriate booking/payment paperwork, and agrees applicable deposit, balance and change deadlines. A draft quotation alone does not secure the date. Once an event is paid and organised, later messages should be treated as delivery coordination—not a reason to repeat the whole sales process.

Can I amend headcount, delivery times or dietary needs?

Ask as soon as you know. Whether changes are permitted, what they cost, and their deadlines depend on the specific written booking and supplier arrangements. The team should continue the original email quotation or booking thread so that no details are lost. Calls are optional; start or continue by email at info@pearllemongroup.com.

Updated on: 22/10/2026