How much notice do you need for catering?

As a planning guide, simpler equipment or staffing requests may occasionally be possible with less than 48 hours' notice, while specialist coffee/tea service and more involved menus generally benefit from several days to over a week of lead time. These are guidelines, not minimum contractual lead times or promises of availability.

Please send info@pearllemongroup.com your date, venue and postcode, timings, approximate guest count, requested menu or equipment, delivery versus staffed service, dietary needs and available budget if any. We'll check the specific requirement and propose a realistic option.

For urgent requests, say when you need an answer and whether simpler menus or different service formats would work. A call is available if helpful, but it is not required to begin scoping.

Planning lead times, confirmation and change requests — October 2026

What does a realistic lead time depend on?

A simple drop-off lunch with a fixed menu and one delivery may need less planning than a branded coffee activation, festival, multi-day event or staffed three-course dinner. Supplier and ingredient availability, dietary safety, site access, transport, permitted hours, equipment, staffing, production or fabrication and local licensing can all determine how early to enquire.

Our published timing examples are planning guidance, not a guaranteed minimum or reservation window. The team must check real feasibility for each date and place.

What should I send for an event several weeks away?

The target date(s), guest number, exact postcode or city, menu/concept, venue restrictions, delivery/service timetable, staffing and equipment needs, dietary requirements, rough budget if known, and the date you need a proposal/PO. Early enquiries are particularly helpful for strict security sites, multiple locations, large guest numbers, uncommon equipment or extensive branding.

What if the event is tomorrow?

Label it urgent and share the minimum workable brief. You may be offered a simpler or different service format if the preferred setup is not feasible. Staff, kitchen, transport, power and safe food handling need checking. A chatbot cannot reserve an urgent delivery slot by itself.

When is my date actually secured?

Only after the written booking and payment or purchase-order terms have been met and the relevant team confirms the arrangement. An indicative quote, preliminary menu, supplier estimate or chat acknowledgement should not be interpreted as a guaranteed booking.

When can I amend food, numbers or venue?

Final headcount deadlines, cancellation terms, allergen changes, delivery window revisions and extra staff charges depend on the specific agreed booking. Share changes as early as possible in the existing email thread. The team should not generate a new unrelated quote when you are simply updating an accepted booking.

What if I already sent a quotation request?

Please reply to your original email with the event reference and decision deadline. We can progress it in writing. You do not need to book another sales meeting simply because the first chat was generic.

Write to info@pearllemongroup.com with the full brief and your preferred response deadline.

Updated on: 22/10/2026