Catering Checklist for Production Managers (Free!)

Managing catering for film and television productions is one of those critical tasks that can make or break your shoot day. Get it right, and your cast and crew stay energised, happy, and focused. 

Get it wrong, and you'll face complaints, delays, unexpected charges, and potentially serious health issues that could derail your entire production.

With tight budgets, complex logistics, and demanding schedules, production managers need to ask the right questions before committing to a catering provider. Here's your comprehensive checklist to ensure you're making the best choice for your production.

TL;DR

Before booking catering for your film or TV production, ask the right questions to avoid costly mistakes. 

Key areas to cover: accurate headcounts and dietary requirements, location logistics and accessibility, food safety credentials and insurance, transparent pricing and flexible contracts. 

The right caterer (spoiler* maybe that’s us) should understand production schedules, handle last-minute changes, and maintain high standards under pressure.

Use our comprehensive checklist to ensure you're making an informed decision that keeps your cast and crew well-fed and your production running smoothly.

🎬 Understanding Production Requirements

Cast and Crew Numbers

Before reaching out to any caterer, you need an educated estimate of an average headcount. Ask yourself: on average, how many people will need feeding each day? Remember to account for extras, visiting executives, and potential last-minute additions. Most experienced production caterers can handle fluctuating numbers, but they need realistic estimates to quote accurately.

Dietary Requirements and Restrictions

Today's productions often include team members with various dietary needs. Your caterer must be able to accommodate vegetarian, vegan, gluten-free, halal, kosher, and other specific requirements without compromising on quality or variety. Ask potential caterers about their experience with diverse dietary needs and request sample menus. 

Production Schedule Demands

Film and TV shoots rarely follow traditional meal times. You might need breakfast at 5 AM, lunch at 2 PM, or dinner service that runs until midnight. Discuss your shooting schedule in detail and ensure your caterer can adapt to early starts, late finishes, and potentially irregular meal times. 

📍 Location and Logistics

Site Accessibility and Setup

Not all filming locations are caterer-friendly. Whether you're shooting in a remote countryside location, a busy city centre, or a purpose-built studio, your caterer needs to understand the logistics. 

Can they access the site with their vehicles? 

Is there adequate space for food preparation and serving? 

Are there power and water connections available? 

Equipment and Facilities

Professional production caterers should arrive fully equipped, but it's essential to clarify what's included. Do they provide their own generators, cooking equipment, serving stations, and cleaning facilities? 

What about tables, chairs, and shelter if you're filming outdoors? 

Understanding what's provided versus what you need to arrange separately prevents costly surprises.

Weather Contingencies

British weather can be unpredictable, and outdoor shoots need contingency planning. Ask your caterer about their backup plans for rain, wind, or extreme temperatures. Do they have covered serving areas? 

Can they relocate quickly if needed? 

How do they maintain food safety standards in challenging weather conditions?

🍽️ Food Safety and Standards

Licensing and Insurance

This isn't negotiable. Your caterer must hold valid food hygiene certificates, public liability insurance, and any necessary permits for mobile food service. Request to see current documentation and verify that their insurance covers the specific risks associated with film and TV production work.

HACCP Compliance

Hazard Analysis and Critical Control Points (HACCP) compliance is crucial for any commercial food operation. Your caterer should have documented food safety procedures, temperature monitoring systems, and staff training records. Ask about their HACCP protocols and how they maintain food safety standards in temporary locations.

Allergen Management

With increasingly strict allergen regulations, your caterer must have robust procedures for managing and labelling potential allergens. They should provide clear ingredient lists, maintain separate preparation areas for allergen-free foods, and have trained staff who understand cross-contamination risks.

💰 Budget and Contract Considerations

Transparent Pricing Structure

Request detailed quotes that break down costs, additional services, and any potential extras. Understanding whether prices include VAT, service charges, and equipment hire helps you compare quotes accurately. Ask about minimum numbers, cancellation policies, and charges for additional serving stations or timing adjustments. 

Payment Terms and Flexibility

Production schedules can change rapidly, and your caterer should understand this reality. Discuss payment terms, deposit requirements, and their policy on last-minute changes. Some caterers offer flexible contracts that accommodate the unpredictable nature of film and TV work.

🎯 Making Your Final Decision

The right production caterer becomes an extension of your team, understanding the unique pressures and requirements of film and TV work. They should demonstrate flexibility, professionalism, and a genuine understanding of how good catering contributes to a successful production.

Don't just choose based on price alone. Consider their experience with similar productions, their reputation within the industry, and their ability to deliver consistently high-quality food and service under pressure.

Having the right questions prepared will help you make an informed decision that keeps your production running smoothly and your team well-fed.

Remember: great catering isn't just about good food – it's about creating the right environment for creativity and productivity to flourish on set.