Catering

A catering order in Novex captures what food and beverage an event needs, for how many people, and who’s supplying it. It links the event, the caterer (a vendor) and the headcount so the cost lands accurately on the event’s finances.

When to use catering

Add a catering order to any event that serves food or drink — a gala dinner, a conference with coffee breaks, a VIP reception. Separate orders let you model different services within one event (e.g. a plated lunch and a separate evening canapé reception).

Create a catering order

1. Open Catering and choose + New order.
2. Select the event the order belongs to.
3. Choose the caterer / vendor, or record the supplier name.
4. Set the menu or service description and the headcount.
5. Capture dietary requirements and special requests (halal, vegetarian, allergens).
6. Add the agreed cost and confirm the service date/time.
7. Save. The order appears against the event and feeds into cost reconciliation.

Headcount & finance

Headcount is the most-changed field on a catering order. The number you confirm here is what should appear on the actual invoice line:

1. The quotation carries the quoted headcount (e.g. 300 covers).
2. As RSVPs and registrations firm up, update the order to the real number.
3. When the event invoice is built, adjust the catering cost line to the final headcount — Novex keeps quoted vs. actual distinct.

Status & tracking

Tips & limits

• Lock headcount against the caterer’s cut-off date; late changes often incur surcharges.
• Use one order per distinct service so each can have its own headcount and timing.
• Record dietary needs early — they drive both the menu and the per-guest cost.

Next

• Venues
• Hospitality
• Incidents