Turn the opportunity into a defined file
The decisions behind the proposal.
Distinguish menu preference, ingredient exclusions, preparation rules and medical allergies. A chef request adds staffing, equipment, kitchen access and permission questions. Specify the group size, meal counts, travel days and any timing constraints such as an individually requested earlier dinner. Do not assume a mobile kitchen or dedicated utensils can operate at every stop. Any proposed restaurant or cruise arrangement needs confirmation for the exact brief. No full-time chef employment, certified kitchen network or universal dietary-compliance claim is made on this page.
Illustrative brief to adapt
A catering requirement that travels across suppliers
A group’s preparation rules should be reviewed with each hotel, restaurant and vessel rather than confirmed once for the whole country. A chef request adds kitchen and staffing questions. Keep alternatives explicit if one stop cannot support the preferred method, instead of letting a general meal label hide the gap.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Menu programme | Actual meals and cuisine preferences | Confirm each stop’s supplier |
| Dietary programme | Ingredient and preparation specification | Separate medical allergies |
| Chef deployment request | Staffing, equipment and kitchen access | Feasibility and permissions required |
A file-control structure
Trade operating file · 7-day sample brief
Adapt these stages to the actual agency file and supplier agreement. They do not confirm inventory, commercial terms or an operating commitment.
- Stage 1
Agency brief
Identify the file type, dates, passenger assumptions and requested service standard.
- Stage 2
Route and suppliers
Define nights, movements and preferred versus acceptable alternatives.
- Stage 3
Commercial review
Check validity, inclusions, currency and payment conditions in the written proposal.
- Stage 4
Pre-operation
Reconcile passenger details, rooming, dietary requests and actual flight sectors.
- Stage 5
Delivery and changes
Use named contacts and the agreed approval process for amendments.
Keep the whole journey visible
Commercial and movement context
Arrival and return planning
Assign ticketing and flight-change responsibilities separately from ground handling. Arrival schedules must be reconciled with the final passenger file.
- Requested arrival
- Gateway agreed in the agency file
- Requested departure
- Gateway agreed in the final operating version
Quote-specific trade terms
Trade terms are quote-specific and confidential. Record passenger count, rooming, currency, validity and supplier release conditions before resale.
No public net-rate table or allocation is implied. Discuss the actual currency, units and validity directly.
Specific to this package decision
Four questions worth resolving.
Does a large group automatically qualify for a mobile chef?
No. Participant count alone does not establish staffing, kitchen access, permission or feasibility. Submit the full catering and route brief for review.
How should Jain and Swaminarayan needs be recorded?
Use each participant’s exact requirements rather than treating the labels as identical. Confirm ingredients, preparation and timing with the relevant suppliers.
Can a cruise use the same catering arrangement as a hotel?
Not automatically. A vessel’s kitchen, meal schedule and operating constraints need a separate supplier confirmation.
What if a preferred meal arrangement is unavailable?
Agree acceptable alternatives before booking. Do not advertise a guaranteed preparation method without evidence that the actual supplier can deliver it.
For the broader background, read our indian chef & jain meal requests for vietnam groups planning reference.
Confidential commercial discussion
Prepare a trade proposal request.
Include the company contact, operating file, rooming and approval requirements. Net terms are discussed directly; no confidential tariff is displayed on the public page.
b2b@maotours.comIndia office: Ghitorni, New Delhi, Delhi 110030. Your enquiry is sent only when you send the draft from your email app. No booking or payment is made here.