In-Flight Catering: Operator Brief and Delivery Checklist

In-flight catering combines menu selection with delivery planning, aircraft compatibility and a clear handover to the crew. For operators, a successful order starts with a complete brief and ends with confirmation that the accepted items match the agreed request.

What is In-Flight Catering?

In-flight catering covers meals, snacks and beverages supplied for passengers and crew. In business and charter aviation, orders may be tailored to individual preferences, flight duration and the planned cabin service. The available menu also depends on the departure location, notice period and caterer.

This guide focuses on arranging and confirming the order. For passenger-facing menu ideas and the dining experience, see our private jet catering guide.

Why In-Flight Catering Matters

A menu that looks suitable on paper may be difficult to serve if the packaging does not fit the galley or the aircraft lacks the required reheating equipment. Likewise, an order delivered to the wrong terminal can disrupt an otherwise well-prepared departure.

Brief the caterer on the flight. Supply the airport, operating date, aircraft registration and type, handler or FBO, delivery window with its time zone, passenger count and crew count. Explain how many meal services are planned and separate passenger meals from crew meals.

Set the commercial scope. Provide a budget and request an itemised quotation covering meals, beverages, delivery, equipment or serviceware and applicable additional charges. Establish who may approve substitutions and extra costs before the order is placed.

Key Standards in Aviation Catering

Galley compatibility. Ask the operator or cabin crew to confirm storage capacity, heating equipment, container dimensions and serving requirements. Share those details with the caterer before choosing dishes. Where reheating is unavailable, request options suited to the confirmed facilities.

Dietary and allergen information. State each requirement clearly and ask the caterer to confirm ingredients, labelling and any cross-contact limitations. A menu description alone is insufficient confirmation of suitability for a person with an allergy. The UK Food Standards Agency’s allergen guidance is a useful reference on allergen information and handling controls; requirements at the catering location must also be checked.

Special meal requests. For halal, kosher, vegetarian, vegan or other specified meals, ask what the supplier can provide and what evidence or labelling accompanies the order where relevant. Keep unconfirmed requests visible and obtain approval before substituting.

Storage and delivery instructions. Request the caterer’s handling, storage and reheating instructions and pass them to the responsible crew. Confirm how the order will be transported and handed over. The operator and caterer should resolve any mismatch between the food’s requirements and the aircraft’s facilities before acceptance.

How ASM Supports In-Flight Catering

ASM can coordinate catering requests alongside the flight itinerary and local handling arrangements. The aim is to connect the operator’s brief with supplier availability, pricing, delivery arrangements and any changes requiring approval.

Availability should be checked for the specific airport and requested delivery time. A preferred restaurant, specialist menu or last-minute addition may not be available or suitable for delivery to the aircraft. Ask for an agreed alternative when the original request cannot be confirmed.

Here’s how ASM helps:

Before ordering: collect the menu, portions, dietary requirements, galley details and delivery instructions into one brief. Request written confirmation of the final selection, price, order reference and supplier contact.

Before delivery: confirm the correct aircraft, location, access arrangements and person receiving the order. Check the supplier’s final amendment and cancellation deadlines. A revised departure time should be acknowledged by the caterer, not only by the handler.

At handover: the receiving team should check the order reference, item counts, special-meal labels, packaging condition and accompanying instructions against the confirmed order, following the operator’s procedures. Escalate missing items or discrepancies before service.

After a delay or aircraft change: ask the caterer and responsible crew to reassess the delivery plan and the suitability of the order. A replacement aircraft may have different galley equipment. Confirm any replacement meals, revised delivery or additional costs before proceeding.

Because Taste Travels Too

Good catering coordination makes the menu practical for the flight and gives the crew clear information at handover. A complete request, explicit dietary confirmation and an acknowledged delivery plan are more useful than a broad promise that every dish is available everywhere.

For In-Flight Catering services, Contact ASM

Contact ASM through our concierge services team, email sales@asm.aero or call +971 4 409 7755. Include the itinerary, passenger and crew numbers, dietary requirements and required delivery time.