Quote against the catering intake time

An event’s start is usually later than the time its team needs the food. Ask the caterer when the consignment must be at the receiving entrance to allow its own checks and setup. Include the venue contact and the specific loading or service entrance.

The Calgary kitchen must also state when the complete order will be ready. A last tray still being prepared can affect collection even when the vehicle is available. Release the finished consignment only after the supplier has completed its preparation process.

Keep food groups and transport units clear

Provide the number of insulated cases, cartons or other packed units and their dimensions and weight. State the required transport range for each group. Hot-food holding and chilled-food transportation are different requirements; do not combine them in an ambiguous keep warm or cold instruction.

Explain which packages must stay upright or cannot be stacked. The packaging should support the order through loading, travel and unloading. A delicate catering presentation may need additional protective design from the supplier, not simply a fragile label on a loose tray.

Plan the receiving team’s role

Identify who will take responsibility once the consignment is handed over. The venue’s public reception may not be authorised or equipped to receive a catering load. Confirm that the designated person has access to the receiving point at the requested time.

An illustrative booking might involve a replacement chilled course for a private event. The useful plan identifies the supplier release, the complete packed load and the caterer’s intake slot. Direct transport then serves a defined task instead of an open-ended request to save the event.

Manage additions before dispatch

Late additions can change vehicle space or temperature compatibility. Update the shipment details when the supplier adds more cases. An extra Calgary collection or a second venue delivery also changes the movement and should be quoted explicitly.

Use the WTM Customer Portal to approve the service and follow GPS location. Retain the available POD with the catering order. Any required temperature records should be agreed at booking; GPS position is not a replacement for those records.

Catering hotshot questions

Will the driver set up the event food?

Not as part of an ordinary transport booking. Describe any extra handling before accepting the quote, and have the catering team ready for its own setup.

Can we ship one urgent replacement case?

Yes. Give its actual packed size, temperature requirement and receiving deadline so WTM can confirm the suitable dedicated service.