How Early Should You Book Catering? The 24, 48 and 72-Hour Rules

With Qavaeat, catering for fewer than 35 guests can be arranged with 24 hours’ notice, and groups of 50 or more should book 48–72 hours ahead. A 50% deposit confirms the booking, and changes are possible up to 24 hours before the event. Earlier is always safer.

The single most common catering regret is booking too late. By the time you realise a workshop is happening on Thursday, the options on Wednesday are limited. This is the timeline we recommend.

The notice rules

These are minimums. For a conference, a launch or anything with dietary complexity, book a week or more ahead.

A booking timeline

• One week or more before: share headcount, venue, date and budget; request proposals.
• 72 hours before (large events): confirm the menu and pay the 50% deposit.
• 48 hours before: send final dietary numbers and venue access details.
• 24 hours before: last day for changes.
• Event day: confirm the delivery contact and arrival time. Plan for food to arrive about 30 minutes before service. [CONFIRM this standard.]

What to have ready before you request a quote

Number of guests (and a realistic range)

Date, start time and venue address

Boxes or buffet

Dietary needs by number (halal, vegan, vegetarian, gluten-free, nut-free)

Budget per person

Access details: loading area, security, a named contact

Five mistakes that cause stress

• Guessing the headcount. Ask for RSVPs.
• Forgetting dietary needs. Collect them in the invitation.
• No on-site contact. The driver needs someone to call.
• Ignoring venue access. Gate and parking restrictions delay setup.
• Waiting to confirm. The booking is secure only after the 50% deposit.

When you are short on time

If your event is tomorrow and you have fewer than 35 guests, ask for a quote today and be flexible on menu. For very small groups, scheduled or instant meals may fit better.

Frequently asked questions

How far in advance should I book catering? For fewer than 35 guests, 24 hours’ notice can work. For 50 or more, allow 48–72 hours. Booking a week ahead is safer for larger or complex events.

When can I make changes? Changes are possible up to 24 hours before the event.

How do I confirm my booking? A 50% deposit confirms the booking.

What details do I need for a quote? Headcount, date, venue, serving style, dietary needs and budget.

Related reading:
- Catering cost per person
- Employee lunch programs

CTA: Arrange catering for your next event.