Catering Discovery Form

Streamline Your Catering Discovery Process with Paperform

If you're a caterer, event planner, or hospitality business, you know that understanding your client's needs from the very first conversation is critical. This Catering Discovery Form template is designed to help you gather all the essential information—menu preferences, dietary restrictions, guest counts, venue capabilities, and bar service requirements—in one beautifully branded, easy-to-complete form.

Why This Template Works for Catering Professionals

Every successful catering event starts with a thorough discovery process. Rather than juggling phone calls, email chains, and scattered notes, this template brings structure and clarity to your intake process. You'll capture:

• Event basics: Date, time, location, and event type (wedding, corporate, private party, etc.)
• Guest count and service style: Buffet, plated, family-style, or cocktail service
• Menu preferences and dietary needs: Cuisine types, dietary restrictions, allergies, and special requests
• Venue kitchen capabilities: Equipment availability, prep space, and logistical considerations
• Bar service requirements: Full bar, wine and beer only, signature cocktails, or BYOB options
• Budget and timeline: Clear expectations from the start

By collecting this information upfront, you'll be able to provide accurate quotes, avoid back-and-forth, and deliver proposals that truly match your client's vision.

Built for Caterers, Event Planners & Hospitality Teams

This form is ideal for:

• Catering companies looking to professionalize their client onboarding process
• Event planners who manage multiple vendors and need clear catering requirements
• Restaurant and hospitality groups offering off-site catering services
• Private chefs and culinary entrepreneurs building their client base

Whether you're handling intimate dinner parties or corporate events for hundreds, this template adapts to your service offering and helps you ask the right questions every time.

Seamless Integration with Your Workflow

Paperform makes it easy to fit this discovery form into your existing processes. Connect submissions to your CRM (like HubSpot or Pipedrive), send detailed notifications to your kitchen and event teams, or use Stepper to automatically trigger follow-up workflows—like sending a personalized proposal, scheduling a tasting, or creating a project timeline.

You can also embed the form directly on your website, share it via social media, or send it as a link in your initial client emails. With Paperform's doc-style editor, you can customize every detail to match your brand, from fonts and colors to images of your signature dishes.

Collect Payments and Deposits

Ready to take things further? Add a payment field to collect deposits, secure event bookings, or charge consultation fees—all within the same form. Paperform integrates with Stripe, PayPal, Square, and more, so you can start getting paid the moment a client confirms their event.

Make It Yours with Conditional Logic

Use Paperform's built-in conditional logic to tailor the form experience based on client answers. For example:

• Show bar service questions only if they select "Yes" to alcohol service
• Display venue kitchen questions only if the event is at a client-provided location
• Reveal budget-conscious menu options if they indicate a specific price range

This keeps the form concise and relevant, improving completion rates and giving you better, more actionable data.

Why Paperform for Catering Discovery?

Paperform is trusted by hospitality businesses worldwide because it combines beautiful design with powerful functionality. You get:

• A professional, on-brand form that makes a great first impression
• No-code customization that anyone on your team can manage
• Real-time notifications so you never miss a hot lead
• Secure, SOC 2 Type II compliance for client data protection
• 30,000+ templates and integrations to support your entire business

Plus, with Stepper, you can automate the entire post-submission process—from sending thank-you emails and scheduling tastings to updating your project management tools and generating contracts with Papersign for final event agreements.

Get Started in Minutes

This Catering Discovery Form template is ready to use right out of the box. Simply customize the questions to fit your service style, add your branding, and start collecting leads. Whether you're a solo chef or a full-service catering company, Paperform gives you the tools to deliver a seamless, professional client experience from first contact to final invoice.

Start building better catering relationships today—one delicious discovery form at a time.