The short answer
As soon as you have a date and a venue. A van can only be in one place at a time, and the most popular dates go first.
The busiest dates
- Summer Saturdays, from late May to early September, for weddings and parties
- Bank holiday weekends, for fêtes, fairs and parties
- Fridays in early and mid December, for work Christmas parties
- School summer fair season, in June and July
For a wedding on a summer Saturday, many couples book their evening food when they book the venue’s other suppliers.
Quieter dates
Weekdays, Sundays, early spring and late autumn are usually easier. If your date is flexible, ask your caterer which days are still open.
Short notice
Some bookings can’t be planned months ahead, such as a wake after a funeral, or a last-minute staff treat. Ask anyway: there may be a gap. Have your date, address and numbers ready so the caterer can answer quickly.
What to have ready when you enquire
- The date and serving time
- The address or venue
- Roughly how many people
- Where the van would park, with a photo if you can
- Any dietary needs
Holding a date
Most caterers hold a date once a deposit is paid. Until then, someone else could book it. If you’re still deciding, ask whether the caterer can pencil you in for a short time. Be clear and quick about your decision either way, so they can offer the date to others if you don’t go ahead.
Changing details after booking
Numbers, timings and even venues can change after you book. Most caterers are happy to adjust if you tell them early. Check the terms for final numbers and date changes, and confirm any changes in writing.
Booking for next year
If you run an annual event, such as a fête, a staff summer day or a Christmas party, ask about next year’s date at the end of this year’s event. It’s the easiest way to make sure the van is available for you.
Weekday events
Weekday events, such as staff lunches, care home visits and school fairs, are often easier to book at shorter notice than weekend parties. If your event is on a weekday, it’s still worth asking early, but don’t assume you’ve left it too late.
Quick answers
Can we book before we know numbers?
Yes. Most caterers take a rough number and confirm it closer to the date.
Do you take bookings at short notice?
Ask. We’ll tell you straight away whether we’re available.
Planning an event? Tell us about it and we’ll check the date and send a quote.