Confirm the actual setup
Ask for a photo of the cart or bar proposed for your event and its space requirements. Clarify whether the offer is staffed catering, equipment hire or barista-only service. A business may have more than one setup.
Explain demand and menu choices
Share the guest count, serving window and any short breaks when everyone might order together. Request the current menu, drink allowance and staffing proposal. Discuss dietary needs directly without assuming every request can be accommodated.
Check the practical details
Confirm travel coverage, load-in time, power, water, parking and an outdoor backup. Give the vendor an on-site contact and ask your venue to approve the plan. Ask about any documentation the venue requires.
Put the agreement together
Keep the final menu, serving hours, inclusions, total price and payment schedule with the cancellation and change terms. Check the operator’s acceptance process. An inquiry or an unanswered quote request does not reserve service.