5 Digital Forms for Catering and Event Planning

Modernize, elevate, and streamline digital form collection amongst collaborating catering and event teams

Working within the event and catering business requires efficiency, clear communication and the ability to monitor and maintain service expectations. Paper-based documentation delays the creation and delivery of quotes, generic forms, event registration, and more, resulting in opportunities lost to close deals and frequent miscommunication. With digital forms, you can instantly generate a highly professional digital means of documentation directly from your phone, tablet, or computer – modernizing event planning and streamlining communication amongst collaborating teams.

Introducing digital forms into your day-to-day operations results in a variety of benefits that help your teams capture better data and improve their workflow processes and communication. Check out these five digital forms that modernize and optimize business processes for catering and event planning:

Catering Quotes
When deciding upon catering services, event planners or coordinators will generally receive various quotes to assist with the decision making process. By digitizing quotes, you can instantly generate professional quotes from any device (phone, tablet, or computer), resulting in a streamlined flow of communication and generating more opportunities to close deals. Utilize Table fields for clearly organized line items that include product names, services, descriptions, and calculations. Through Automatic Calculations, users can receive highly accurate digital estimates that auto-populate calculation totals, reducing the opportunity for human error. Once a Quote is completed, Automatic Workflows can immediately route a PDF copy of the digital Quote to the customer contact email address input into the form.

Catering Event Order Request Form
Generating order requests on paper forms can be time consuming and oftentimes result in missing information, illegible print, or be misplaced. By digitizing catering event order forms, capturing data such as event detail information, delivery methods, order quantities, or recording any dietary restrictions, is simplified and increases response times to customers through a single point of data entry collection. 

Equip your order request forms with Checkbox fields configured with Conditional Formatting to auto-populate additional fields. For example, if a client has the option to select “Pick up” or “Delivery”, when the client selects delivery, the form will auto-populate additional fields, like an address line, to capture all information in one document, resulting in a more efficient process of collecting data. Additionally, when clients are placing orders for certain quantities of food, oftentimes vendors have to respond back to order forms stating that the form doesn’t meet the proper requirements. Utilizing Logic in digital forms adds an additional component to your form by ensuring quantity requirements are being met, resulting in more thorough order requests and increasing efficiency.

Event Planning Checklist
The expectation of all event planners is to be organized and thorough in their communication - acting as the centralized point of contact for all information. Paper forms make this expectation unimaginable. By digitizing event planning checklists, team members can collaborate and access information in real-time, resulting in streamlined operations and clear, effective communication. For example, by utilizing the Checkbox field a user can set up an “if/then” statement with Conditional Logic. When a box is checked, that can auto-populate an additional field, resulting in an alert to collaborating team members that will notify all members of a change event through our ability to Automate Workflows.

Event Registration Form
Create a seamless flow of information with our easy-to-use software. Set up registration forms with powerful features like Location fields to enrich forms with greater documentation of specified locations for venues of all kinds. Utilize simple features like Text and Number fields to capture registrar contact information and access data capture in real-time through our ability to integrate with various platforms. Use Drop Down menus and Automatic Calculations to auto-populate registration costs, resulting in accurate data capture and diminishing opportunities for miscalculations or missing data. 

Utilizing our form sharing capabilities (via the Public Forms feature) links to your event registration forms can even be posted to your website or shared via email, allowing individuals outside of your organization to submit registration forms from their location.

Event Hire Contract
Various consultants are hired for events - whether they are photographers or caterers - contracts are compiled to set expectations and reduce opportunities for miscommunication. Utilize Date and Time fields to specify event details and Text fields to capture client contact information. Optimize forms with Checkbox fields and Conditional Logic, to ensure clients have a clear understanding of contract agreements and reduce the chance for missing information. Solidify digital contracts with Signature fields and automatically push forms to PDFs to both parties upon completion for clear documentation of the agreement. By digitizing contracts, you are minimizing the chance of missing information and increasing data capture efficiency.

With the ability to customize digital forms to match event or catering needs, you can effortlessly modernize your business operations and enhance communication efforts with GoFormz. To learn more about how digital forms benefit your industry, check out how Muller Management expedited service reviews and improved data accuracy across 21 locations.