Catering

It is important that we engage the catering company as soon as the engagement has been locked in. For all programs where a "celebrity chef" is not being engaged, we have always worked with Red Pepper Catering. The team is local and a valued supplier that we have worked with since our very first program. Rob and Sarah have always delivered amazing food and we have established huge amounts of trust with them. The Red Pepper team run a huge amount of weddings and events up in the Blue Mountains and are always busy. As a result, they sometimes take a while to get back to us. Don't stress - they have never let us down!

Typically the catering company takes care of:

Breakfast
Dinner

MAG normally arranges pre-dinner cheese platters, as well as fruit and snacks for the AA lunches through a Coles Order. MAG also coordinates any lunches requests and/or the AA order via Altitude.

Step 1: Determine budget for program

Determine a minimum of six weeks before the program

James or Events Manager to use the overall budget and determine budget for dinner and breakfast.

Step 2: Send email to confirm booking (Email Template: Confirm Booking)

Send email a minimum six weeks prior to program

This email is essential for us to confirm the date and budget and provide the team with approx, PAX. In the email, it's also important to confirm what we require in regards to the meal ideas - are we doing individual and alternate plate drop or banquets? We also need to confirm in this email if MAG will be sourcing hire equipment through Blue Mountains Hire Company, or we require RedPepper to source this on our behalf.

Step 3: Review menu suggestion provided by RedPepper

Review as soon as email is sent back

RedPepper will provide a menu for MAG to approve. As soon as RedPepper email this through, it's important James and the Operations Manager review and provide any feedback to RedPepper. Aternatively, if there are no changed, ensure you reply to the email saying that you're happy to proceed.

Step 4: Confirm Quote and Request for Invoice

Save quote and invoice to client folder

Make sure the menu and quote sheet is filed in the client file.

Step 5: Pay deposit

Pay deposit two weeks prior to program

RedPepper require payment of a deposit ahead of the program. Ensure this is completed.

Step 6: Send email with confirmed PAX & dietaries (Email Template: Confirm PAX & Dietary Requirements)

Send email minimum one week prior to program

After collating the information

Dietary Requirements

All the participants of the event are required to complete a medical/waiver form. They will indicate in the form their food allergies and dietary requirements. Once we have received the participant responses and collated everything, we will then send an email to Red Pepper Catering to notify them about the participants' allergies. A lot of our participants are allergic to nuts and this can cause a major problem once consumed by someone who has allergy. So it is very important to check all the form responses to not miss any information.

Medical Clearance

Participants who have food allergies don't need any medical clearance. They just need to notify us about the allergies so that we can inform the caterer about the specific food ingredients that they need to avoid in preparing food for the specific participant.

Budgeting allocation & Table Configuration

Dinner

Upper pricing - This depends on the budget per program. If the client's fee is $1,800 to $2,200 per person, we will use upper pricing of $50/dinner meal.

Lower pricing - If the client's fee is between $1,000 to $1,700 per person:

Less than 20 pax - $40 pp
More than 20 pax - $40 pp

***Night 1 - Alternate Drop for main and dessert

***Night 2 - Banquet-Style for main and dessert

Breakfast

Upper pricing - This depends on the budget per program. If the client's fee is $1,800 to $2,200 per person, we will use upper pricing of $30/breakfast meal.

Lower pricing - If the client's fee is between $1,000 to $1,700 per person:

Less than 20 pax - $20 pp
More than 20 pax - $25 pp

Note for Catering equipment: Please include Tablecloths (black as we discussed), napkins, cutlery, plates, glassware, servingware and cheese platter trays. No need to include mugs (MAG has these).

Table Configuration:

Guests will be seated for breakfast/dinner each night.

Number of Tables

12 pax - 3 round tables / 6 table cloth
34 Pax - 6 trestle tables / 12 table cloth
110 Pax - 18 round tables / 36 table cloth

Number of Chairs

Same as the number of pax per event

Numbers for Base Camp Calculations

Email Template: Confirm Booking (Pre-Season)

Hi Rob & Team,

We've missed working with you!

I am a new member of the MyAdventure Group team and my role is the MAG Events Manager. I will be your main point of contact with all pre-program logistics. I am committed to ensuring that all logistics are seamless and organised!

We have a bunch of programs for [PERIOD] that I will be contacting you about over the next couple of weeks.

Please find below details for a confirmed booking for [INSERT DATES]:

Client: [NAME]

PAX: [INSERT PAX]

Catering Required:

[1ST DAY DATE]: Dinner

[2ND DAY DATE] : Breakfast + Dinner

[3RD DAY DATE]: Breakfast

Budget Dinner [INSERT AMOUNT PER PAX]

Breakfast [INSERT AMOUNT PER PAX]

Client: [NAME]

PAX: [INSERT PAX]

Catering Required:

[1ST DAY DATE]: Dinner

[2ND DAY DATE] : Breakfast + Dinner

[3RD DAY DATE]: Breakfast

Budget Dinner [INSERT AMOUNT PER PAX]

Breakfast [INSERT AMOUNT PER PAX]

Client: [NAME]

PAX: [INSERT PAX]

Catering Required:

[1ST DAY DATE]: Dinner

[2ND DAY DATE] : Breakfast + Dinner

[3RD DAY DATE]: Breakfast

Budget Dinner [INSERT AMOUNT PER PAX]

Breakfast [INSERT AMOUNT PER PAX]

Client: [NAME]

PAX: [INSERT PAX]

Catering Required:

[1ST DAY DATE]: Dinner

[2ND DAY DATE] : Breakfast + Dinner

[3RD DAY DATE]: Breakfast

Budget Dinner [INSERT AMOUNT PER PAX]

Breakfast [INSERT AMOUNT PER PAX]

More Details:

Can you please order any hire equipment with Bluies direct to order any additional catering hire equipment?

Can you please send me a quote and availability for the above event?

Please do not hesitate to call me if you want to chat further.

Best regards,

[INSERT NAME]

Email Template: Confirm PAX & Dietary Requirements (Individual Program) - 2 Weeks Prior to Event

Note: This email should be sent two weeks prior to every event to finalize the number of pax who will be attending the event.

Hi Rob,

I hope this email finds you well.

This email is to confirm the final details for the [CLIENT NAME] on [DATE] as below:

This event will have [INSERT PAX].

[INSERT HERE IF THERE ARE SPECIFIC DIETARIES FROM PARTICIPANTS].

With regard to the table configurations for the breakfast and dinners, we will need:

First night: # chairs & # tables (James will be joining the Dinner)
Second night: # chairs & # tables (James will be joining the Dinner)

Guests will be seated for breakfast/dinner each night.

[INSERT CLIENT NAME]

Day 1 - [INSER TIME] Dinner [INSERT PAX] (James will join the dinner)

Day 2 - [INSER TIME] Breakfast [INSERT PAX]

- [INSER TIME]Dinner [INSERT PAX](James will join the dinner)

Day 3 - [INSER TIME] Breakfast [INSERT PAX]

Kindly send the proposed menu for this event this week. Thank you so much.

Hoping to hear from you soon.

Have a nice day!

Regards,

[INSERT NAME]

Contact Information

Red Pepper Catering - (02) 4704 9494 - food@redpeppercatering.net

Head Chef & Operations Manager, RedPepper Catering - Robert Spillane - 0425 282 382 - robert@redpeppercatering.net

Accounts Manager - Sarah Spillane - sarah@redpeppercatering.net

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Last Update Date: 21/12/23

Updated By: Cara

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