Catering Business Desk
Caterers and event food companies
Clients, catered events, menu items, prep lists and event staffing for a caterer.
Use this templateCatering Business Desk
Everything the kitchen and the office need for each event: clients, events with balance due and prep progress, a menu with cost per head, the prep list by day, and the staff who are confirmed. Start on the Dashboard, then check Prepping this week and any event with an unpaid balance.
Dashboard
From inquiry to contract
Prep week and packing
Event day runbook
Dietary needs and food safety
Clients
The people and companies the caterer serves.
| Client | Status | Client type | Phone | First contact | Looked after by | |
|---|---|---|---|---|---|---|
| Kessler & Adeyemi wedding party | Current | kessler.adeyemi@mailpost.net | (864) 555-0151 | Apr 21, 2026 | Giulia Fontaine | |
| Cobalt Biosciences | Current | office@cobaltbio.net | (864) 555-0152 | Dec 22, 2025 | Giulia Fontaine | |
| The Ramsay-Okoye family | Current | ramsay.okoye@mailpost.net | (864) 555-0153 | Aug 29, 2026 | Giulia Fontaine | |
| Upstate Foodways Alliance | Past | events@upstatefoodways.net | (864) 555-0154 | Feb 25, 2025 | Giulia Fontaine | |
| Greenville Chamber Young Professionals | Current | yp@greenvillechamber.net | (864) 555-0155 | Jun 20, 2026 | Giulia Fontaine | |
| Perrin & Valdez rehearsal dinner | Inquiry | perrin.valdez@mailpost.net | (864) 555-0156 | Oct 13, 2026 | Giulia Fontaine |
Events
Each catered event from inquiry to served, with money tracked.
| Event | Stage | Type | Event date | Venue | Guests | Price per head (USD) |
|---|---|---|---|---|---|---|
| Kessler-Adeyemi wedding dinner | Booked | Dec 5, 2026 | Bellmont Estate | 120 | $95 | |
| Cobalt quarterly all-hands lunch | Prep week | Oct 21, 2026 | Cobalt campus | 85 | $28 | |
| Ramsay-Okoye anniversary dinner | Booked | Nov 5, 2026 | Client home | 24 | $110 | |
| Chamber young professionals mixer | Proposal sent | Nov 20, 2026 | Union Mill loft | 90 | $52 | |
| Perrin-Valdez rehearsal dinner | Inquiry | Jan 21, 2027 | To be decided | 40 | $85 | |
| Cobalt summer picnic | Served | Sep 8, 2026 | Cobalt campus | 150 | $24 | |
| Foodways annual fundraiser | Served | Nov 22, 2025 | Hampton Hall | 200 | $62 | |
| Cobalt board dinner | Booked | Oct 29, 2026 | Cobalt boardroom | 16 | $120 |
Menu
The dishes the caterer offers, with dietary tags and cost per head.
| Dish | Course | Dietary | Food cost per head (USD) | Notes | Added |
|---|---|---|---|---|---|
| Whipped feta crostini | $2.10 | Assemble onsite | — | ||
| Smoked trout rillettes | $2.90 | Make two days ahead | — | ||
| Herb-crusted lamb loin | $14.50 | Rest ten minutes before slicing | — | ||
| Roasted chicken thighs, lemon and thyme | $6.80 | Holds well in transit | — | ||
| Wild mushroom risotto cakes | $5.20 | Fry onsite | — | ||
| Charred broccolini | $1.40 | Finish onsite | — | ||
| Farro salad with roasted squash | $2.20 | Dress at the last moment | — | ||
| Olive oil cake with citrus | $2.60 | Contains eggs | — |
Prep list
What must be cooked, packed and loaded for each event.
| Prep item | Status | Portions | Prep day | Event | Dish | Cook |
|---|---|---|---|---|---|---|
| Cobalt lunch: roasted chicken thighs | Prepped | 90 | Oct 19, 2026 | Cobalt quarterly all-hands lunch | Roasted chicken thighs, lemon and thyme | Lucian Moreau-Chen |
| Cobalt lunch: farro salad | Not started | 90 | Oct 20, 2026 | Cobalt quarterly all-hands lunch | Farro salad with roasted squash | Lucian Moreau-Chen |
| Cobalt lunch: olive oil cake | Packed | 90 | Oct 18, 2026 | Cobalt quarterly all-hands lunch | Olive oil cake with citrus | Corinne Abernathy-Reyes |
| Cobalt lunch: charred broccolini | Not started | 90 | Oct 20, 2026 | Cobalt quarterly all-hands lunch | Charred broccolini | Lucian Moreau-Chen |
| Board dinner: lamb loin | Not started | 16 | Oct 28, 2026 | Cobalt board dinner | Herb-crusted lamb loin | Corinne Abernathy-Reyes |
| Board dinner: crostini | Not started | 32 | Oct 28, 2026 | Cobalt board dinner | Whipped feta crostini | Lucian Moreau-Chen |
| Anniversary dinner: mushroom risotto cakes | Not started | 24 | Nov 4, 2026 | Ramsay-Okoye anniversary dinner | Wild mushroom risotto cakes | Lucian Moreau-Chen |
| Wedding: smoked trout rillettes | Not started | 240 | Dec 3, 2026 | Kessler-Adeyemi wedding dinner | Smoked trout rillettes | Lucian Moreau-Chen |
Event staffing
Who is working each event, in what role.
| Shift | Status | Role | Hours | Event | Person | Added |
|---|---|---|---|---|---|---|
| Cobalt lunch captain | Confirmed | 6 | Cobalt quarterly all-hands lunch | Temperance Oyelaran | — | |
| Cobalt lunch driver | Confirmed | 5 | Cobalt quarterly all-hands lunch | Bartholomew Nkemelu | — | |
| Cobalt lunch cook | Confirmed | 6 | Cobalt quarterly all-hands lunch | Lucian Moreau-Chen | — | |
| Board dinner captain | Confirmed | 6 | Cobalt board dinner | Temperance Oyelaran | — | |
| Board dinner server | Requested | 5 | Cobalt board dinner | — | — | |
| Anniversary dinner cook | Requested | 7 | Ramsay-Okoye anniversary dinner | Lucian Moreau-Chen | — | |
| Wedding captain | Requested | 10 | Kessler-Adeyemi wedding dinner | Temperance Oyelaran | — | |
| Wedding driver | Requested | 8 | Kessler-Adeyemi wedding dinner | Bartholomew Nkemelu | — |
Events, prep and staffing at a glance.
| Event | Stage | Type | Event date | Venue | Guests | Price per head (USD) |
|---|---|---|---|---|---|---|
| Kessler-Adeyemi wedding dinner | Booked | Dec 5, 2026 | Bellmont Estate | 120 | $95 | |
| Cobalt quarterly all-hands lunch | Prep week | Oct 21, 2026 | Cobalt campus | 85 | $28 | |
| Ramsay-Okoye anniversary dinner | Booked | Nov 5, 2026 | Client home | 24 | $110 | |
| Chamber young professionals mixer | Proposal sent | Nov 20, 2026 | Union Mill loft | 90 | $52 | |
| Perrin-Valdez rehearsal dinner | Inquiry | Jan 21, 2027 | To be decided | 40 | $85 | |
| Cobalt summer picnic | Served | Sep 8, 2026 | Cobalt campus | 150 | $24 | |
| Foodways annual fundraiser | Served | Nov 22, 2025 | Hampton Hall | 200 | $62 | |
| Cobalt board dinner | Booked | Oct 29, 2026 | Cobalt boardroom | 16 | $120 |
| Event | Stage | Type | Event date | Venue | Guests | Price per head (USD) |
|---|---|---|---|---|---|---|
| Kessler-Adeyemi wedding dinner | Booked | Dec 5, 2026 | Bellmont Estate | 120 | $95 | |
| Cobalt quarterly all-hands lunch | Prep week | Oct 21, 2026 | Cobalt campus | 85 | $28 | |
| Ramsay-Okoye anniversary dinner | Booked | Nov 5, 2026 | Client home | 24 | $110 | |
| Chamber young professionals mixer | Proposal sent | Nov 20, 2026 | Union Mill loft | 90 | $52 | |
| Perrin-Valdez rehearsal dinner | Inquiry | Jan 21, 2027 | To be decided | 40 | $85 | |
| Cobalt summer picnic | Served | Sep 8, 2026 | Cobalt campus | 150 | $24 | |
| Foodways annual fundraiser | Served | Nov 22, 2025 | Hampton Hall | 200 | $62 | |
| Cobalt board dinner | Booked | Oct 29, 2026 | Cobalt boardroom | 16 | $120 |
| Prep item | Status | Portions | Prep day | Event | Dish | Cook |
|---|---|---|---|---|---|---|
| Cobalt lunch: roasted chicken thighs | Prepped | 90 | Oct 19, 2026 | Cobalt quarterly all-hands lunch | Roasted chicken thighs, lemon and thyme | Lucian Moreau-Chen |
| Cobalt lunch: farro salad | Not started | 90 | Oct 20, 2026 | Cobalt quarterly all-hands lunch | Farro salad with roasted squash | Lucian Moreau-Chen |
| Cobalt lunch: olive oil cake | Packed | 90 | Oct 18, 2026 | Cobalt quarterly all-hands lunch | Olive oil cake with citrus | Corinne Abernathy-Reyes |
| Cobalt lunch: charred broccolini | Not started | 90 | Oct 20, 2026 | Cobalt quarterly all-hands lunch | Charred broccolini | Lucian Moreau-Chen |
| Board dinner: lamb loin | Not started | 16 | Oct 28, 2026 | Cobalt board dinner | Herb-crusted lamb loin | Corinne Abernathy-Reyes |
| Board dinner: crostini | Not started | 32 | Oct 28, 2026 | Cobalt board dinner | Whipped feta crostini | Lucian Moreau-Chen |
| Anniversary dinner: mushroom risotto cakes | Not started | 24 | Nov 4, 2026 | Ramsay-Okoye anniversary dinner | Wild mushroom risotto cakes | Lucian Moreau-Chen |
| Wedding: smoked trout rillettes | Not started | 240 | Dec 3, 2026 | Kessler-Adeyemi wedding dinner | Smoked trout rillettes | Lucian Moreau-Chen |
| Shift | Status | Role | Hours | Event | Person | Added |
|---|---|---|---|---|---|---|
| Cobalt lunch captain | Confirmed | 6 | Cobalt quarterly all-hands lunch | Temperance Oyelaran | — | |
| Cobalt lunch driver | Confirmed | 5 | Cobalt quarterly all-hands lunch | Bartholomew Nkemelu | — | |
| Cobalt lunch cook | Confirmed | 6 | Cobalt quarterly all-hands lunch | Lucian Moreau-Chen | — | |
| Board dinner captain | Confirmed | 6 | Cobalt board dinner | Temperance Oyelaran | — | |
| Board dinner server | Requested | 5 | Cobalt board dinner | — | — | |
| Anniversary dinner cook | Requested | 7 | Ramsay-Okoye anniversary dinner | Lucian Moreau-Chen | — | |
| Wedding captain | Requested | 10 | Kessler-Adeyemi wedding dinner | Temperance Oyelaran | — | |
| Wedding driver | Requested | 8 | Kessler-Adeyemi wedding dinner | Bartholomew Nkemelu | — |
Events in the next 14 days
| Event | Stage | Type | Event date | Venue | Guests | Price per head (USD) |
|---|---|---|---|---|---|---|
| Kessler-Adeyemi wedding dinner | Booked | Dec 5, 2026 | Bellmont Estate | 120 | $95 | |
| Cobalt quarterly all-hands lunch | Prep week | Oct 21, 2026 | Cobalt campus | 85 | $28 | |
| Ramsay-Okoye anniversary dinner | Booked | Nov 5, 2026 | Client home | 24 | $110 | |
| Chamber young professionals mixer | Proposal sent | Nov 20, 2026 | Union Mill loft | 90 | $52 | |
| Perrin-Valdez rehearsal dinner | Inquiry | Jan 21, 2027 | To be decided | 40 | $85 | |
| Cobalt summer picnic | Served | Sep 8, 2026 | Cobalt campus | 150 | $24 | |
| Foodways annual fundraiser | Served | Nov 22, 2025 | Hampton Hall | 200 | $62 | |
| Cobalt board dinner | Booked | Oct 29, 2026 | Cobalt boardroom | 16 | $120 |
Prep due this week
| Prep item | Status | Portions | Prep day | Event | Dish | Cook |
|---|---|---|---|---|---|---|
| Cobalt lunch: roasted chicken thighs | Prepped | 90 | Oct 19, 2026 | Cobalt quarterly all-hands lunch | Roasted chicken thighs, lemon and thyme | Lucian Moreau-Chen |
| Cobalt lunch: farro salad | Not started | 90 | Oct 20, 2026 | Cobalt quarterly all-hands lunch | Farro salad with roasted squash | Lucian Moreau-Chen |
| Cobalt lunch: olive oil cake | Packed | 90 | Oct 18, 2026 | Cobalt quarterly all-hands lunch | Olive oil cake with citrus | Corinne Abernathy-Reyes |
| Cobalt lunch: charred broccolini | Not started | 90 | Oct 20, 2026 | Cobalt quarterly all-hands lunch | Charred broccolini | Lucian Moreau-Chen |
| Board dinner: lamb loin | Not started | 16 | Oct 28, 2026 | Cobalt board dinner | Herb-crusted lamb loin | Corinne Abernathy-Reyes |
| Board dinner: crostini | Not started | 32 | Oct 28, 2026 | Cobalt board dinner | Whipped feta crostini | Lucian Moreau-Chen |
| Anniversary dinner: mushroom risotto cakes | Not started | 24 | Nov 4, 2026 | Ramsay-Okoye anniversary dinner | Wild mushroom risotto cakes | Lucian Moreau-Chen |
| Wedding: smoked trout rillettes | Not started | 240 | Dec 3, 2026 | Kessler-Adeyemi wedding dinner | Smoked trout rillettes | Lucian Moreau-Chen |
Shifts still to confirm
| Shift | Status | Role | Hours | Event | Person | Added |
|---|---|---|---|---|---|---|
| Cobalt lunch captain | Confirmed | 6 | Cobalt quarterly all-hands lunch | Temperance Oyelaran | — | |
| Cobalt lunch driver | Confirmed | 5 | Cobalt quarterly all-hands lunch | Bartholomew Nkemelu | — | |
| Cobalt lunch cook | Confirmed | 6 | Cobalt quarterly all-hands lunch | Lucian Moreau-Chen | — | |
| Board dinner captain | Confirmed | 6 | Cobalt board dinner | Temperance Oyelaran | — | |
| Board dinner server | Requested | 5 | Cobalt board dinner | — | — | |
| Anniversary dinner cook | Requested | 7 | Ramsay-Okoye anniversary dinner | Lucian Moreau-Chen | — | |
| Wedding captain | Requested | 10 | Kessler-Adeyemi wedding dinner | Temperance Oyelaran | — | |
| Wedding driver | Requested | 8 | Kessler-Adeyemi wedding dinner | Bartholomew Nkemelu | — |
How to read the numbers
A fast, clear proposal wins the booking. Aim to send one within a working day.
The inquiry call
Date, venue, guest count, budget range and service style.
Dietary needs and any cultural or religious requirements.
Kitchen access at the venue and load-in time.
The proposal
Choose dishes from the Menu and check cost per head.
Set the price per head and add staffing, rentals and travel.
State the deposit, the balance date and the cancellation terms.
Send it and set the event to Proposal sent.
Booking
When the contract is signed and the deposit received, move the event to Booked and record the deposit.
Seven days out
Final headcount and dietary list confirmed
Prep items created for every dish
Purchasing list sent to suppliers
Prep days
Work the Prepping this week view each morning.
Cook the longest-lasting items first; assemble delicate items last.
Label every container with the event, dish, date and allergens.
Packing
Pack against the prep list, not memory.
Pack hot and cold items separately, and keep a temperature log.
Press Pack it for each item as it goes in the van.
A forgotten sauce is a small thing until it is the one thing the client remembers.
At the kitchen
Load the van using the loading list and confirm the count with the driver.
Check the staff list and phone numbers.
On site
Meet the on-site contact and confirm the timeline.
Set up the station and check power, water and holding.
Brief the staff on dietary tags and service order.
Photograph the setup for the portfolio, with permission.
After service
Count rentals, clear waste and leave the space cleaner than you found it.
Collect the balance if due and close the event with Close out.
Capturing needs
Ask for dietary needs at booking and again ten days out.
Record allergies as specific as possible; avoid "no nuts" when it should be "tree nuts and peanuts".
On the menu
Food safety
Hold hot food above 135 degrees Fahrenheit and cold food below 41.
Keep a thermometer and a log on every job.
When in doubt, throw it out.
What's inside
6 tables · 21 views · 1 form · 3 row actions · 1 agent6 pages
- Catering Business Desk
- Dashboard
- From inquiry to contract
- Prep week and packing
- Event day runbook
- Dietary needs and food safety
5 tables
- Clients3 views · 6 sample rows
- Events7 views · 8 sample rows
- Menu2 views · 10 sample rows
- Prep list7 views · 9 sample rows
- Event staffing2 views · 8 sample rows
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