Event requirements & logistics

Capturing Event Logistics in CaterCloud

The Logistics section on an event lets you record everything your team needs to deliver the event — coolroom hire, remote staffing, accommodation, transport, and other equipment — all in one place. It's useful for any caterer running off-site events where forgetting a single detail can derail the day.

Where to Find It

Open an event from the Calendar or your events list. On the event detail page, scroll to the Logistics section. You'll see a summary line explaining what's been captured, plus any suggestions CaterCloud has already flagged based on your event details.

Responding to Suggestions

CaterCloud automatically suggests requirements when it detects likely gaps:

• Coolroom hire — appears when no on-site refrigeration is detected. Click Add coolroom supplier, enter the supplier name, and optionally add a phone number or email. Click Save supplier to record it. If you don't need it, click Not needed to dismiss the suggestion.
• Remote event staffing — appears when the venue is a significant distance from your home base. You'll see three staffing strategies to choose from:
• Travel & accommodate your crew — your trained staff travel; CaterCloud records an accommodation requirement automatically.
• Hybrid — leads travel, hire locals — your leads attend; local casuals fill the remaining roles.
• Hire local staff near the venue — no accommodation or transport needed.

Select the strategy that fits your plan. CaterCloud will create the appropriate requirement row (accommodation or staffing) based on your choice.

Adding Other Logistics Needs

For anything else — marquees, generators, refrigerated vans, extra equipment — click Add a logistics need at the bottom of the section. Type a description (for example, *refrigerated van* or *gas generator*) and confirm. The item appears in your logistics list immediately.

Removing a Requirement

Hover over any recorded requirement row and click the × button that appears on the right to remove it.

Viewing Recorded Items

Each saved requirement shows a tick, the supplier name (if entered), and any contact details. Items remain visible to everyone with access to the event.

> Tip: Accommodation suggestions include a link to search for stays near the venue — look for the external link on the accommodation row once it's recorded.