Fifteen years of catering events in Jaipur has given us an unusual vantage point. We have served meals at political dinners, celebrity weddings, small family celebrations, and everything in between. The questions we get asked most often are not about menus — they are about process. How do you actually plan an event? What do you need from me? When should I contact a caterer?
Here are the answers we give every client, at every first meeting.
How Far in Advance Should You Book?
The honest answer depends on your event type and season:
- Wedding (peak season, Oct–Feb): Minimum 3–4 months. For the most in-demand dates (Dec 10 – Jan 15), we are often booked 6 months out.
- Wedding (summer, Mar–Jun): 6–8 weeks is generally sufficient, though earlier is always better.
- Corporate event: 3–6 weeks for most events. For gala dinners or large conferences, 2–3 months.
- Social event (birthday, anniversary): 2–4 weeks for under 100 guests. Larger events need more time.
- Destination event (outside Jaipur): Add 3–4 weeks to any of the above for logistics planning.
What Information Do You Need at the First Meeting?
We ask every new client the same seven questions:
- What is the event date and location?
- Approximate guest count? (It will change — we plan for 10% variance.)
- What is the event format — buffet, plated, cocktail, or mixed?
- Any hard dietary requirements across the guest list? (Jain, vegan, allergies)
- What is the overall food budget range?
- Do you have a specific cuisine vision, or should we propose?
- What other vendors are involved — décor, venue, event management?
You do not need exact answers to all of these at the first meeting. The conversation is the point.
How Does the Menu Design Process Work?
After the first meeting, we send a detailed menu proposal within 48 hours. This is a starting point, not a final document. Most clients go through 2–3 rounds of revision before locking the menu. The final menu is confirmed 10 days before the event.
We have never had a client who said “yes, perfect” to the first proposal without any changes. The revision process is where the real menu design happens.
What Does Full-Service Catering Actually Include?
When clients compare caterer quotes, they often miss what is — and isn’t — included. Our full-service packages include:
- Complete menu design and consultation
- All food preparation — in our kitchen and on-site
- All service equipment: chafing dishes, serving utensils, buffet counters, live station hardware
- Crockery and cutlery (unless the venue provides and you prefer theirs)
- Full service staff for the event duration plus 2 hours setup and 1.5 hours breakdown
- Post-event cleanup of catering areas
What we do not include by default: floral décor on food counters (we can arrange this, but it is a separate cost), alcohol and bar service, and specialty imported ingredients that require advance procurement.
How Are Payments Structured?
Our standard schedule: 50% on booking confirmation, 40% seven days before the event, 10% balance on the event day. We do not begin procurement or staffing allocation until the advance is received.
What Happens If the Guest Count Changes?
It always does. We plan for up to 10% increase without additional cost. Beyond that, we adjust proportionally. The final confirmed count must reach us 5 days before the event.
One Last Thing
The best catering relationships we have had — the ones that produced the most memorable events — started with an honest conversation about expectations and constraints. If you have a budget limit, tell us. If you have a difficult guest with complex dietary needs, tell us. If you are nervous about the timeline, tell us. We have seen most situations before. Surprises are the only thing we cannot plan for.
