Inflight Catering Coordination

Plan private jet catering around the flight

A useful catering brief starts with the journey rather than a list of dishes. Tell us whether the service is a departure breakfast, a short-sector snack, a multi-course meal or supplies for several legs. Passenger numbers, crew meals, flight duration and the intended service time help the kitchen propose an order that can be delivered, stored and served in the available window. A long-range cabin order and a short turnaround need different quantities and packaging.

Separate confirmed requirements from preferences. A passenger may prefer a particular cuisine but require strict avoidance of an ingredient. A named restaurant may be desirable, while an airport-approved delivery arrangement is essential. Keeping these distinctions clear allows LFS to seek practical alternatives without treating a substitution as an approved change. Menu availability, kitchen capacity and airside access must still be confirmed for the actual station and date.

Menus, dietary requirements and allergen communication

Describe meals by course, portion count and intended serving temperature, including drinks, ice, garnishes and service items. For crew provisioning, identify separate meal counts and any operator policy on meal selection. If a menu is supplied by the flight department, include acceptable substitutions and items that cannot be changed. Photos can help explain presentation, but the written order should remain the reference for quantities, ingredients and delivery.

For allergies or medically necessary diets, state the requirement explicitly rather than relying on a label such as healthy, vegetarian or nut-free. Ask the supplier to confirm ingredients, preparation arrangements and any cross-contact limitations. A meal description is not a guarantee of an allergen-free kitchen. Halal and kosher requests also need a precise brief: preparation requirements, sealed packaging and any evidence the passenger or operator expects should be agreed before acceptance. LFS coordinates these questions; the preparing supplier remains responsible for its food and declarations.

Aircraft galley, packaging and storage checks

Aircraft type alone does not describe the galley. Operators should provide usable oven or microwave dimensions, approved containers, refrigerator capacity, trolley or drawer constraints, and available preparation equipment. Confirm whether dishes must arrive ready to serve, chilled for reheating or individually packed. Serving platters that look suitable in a kitchen can be unusable in a compact cabin or incompatible with the aircraft's heating equipment.

Packaging should identify portions and special meals clearly, with handling instructions from the supplier where relevant. Let the cabin crew specify how much chilled storage is available and when food will be served. The caterer, delivery provider and crew should agree the handover point and temperature-control arrangements; an attractive menu cannot compensate for a broken delivery chain. Aircraft acceptance and onboard handling remain subject to the operator's procedures.

Order timing, airport delivery and schedule changes

Give the requested delivery time as well as departure time, with UTC or a clearly identified local time zone. The delivery window must account for kitchen preparation, transport, airport screening, handler access and loading. An enquiry is not an airside delivery confirmation. Ask which party will receive the order, how the vehicle reaches the permitted handover point and who the crew should contact if the aircraft stand changes.

Lead times differ by airport, menu and supplier. A specialist dish or certified sealed meal may need more notice than a standard crew box. If the flight is delayed, advise the duty desk whether delivery should move, whether prepared food can be held appropriately, and whether replacement portions are required. For multiple sectors, clarify which items are for immediate consumption and which are intended for a later departure; onward import restrictions and suitable onboard storage should be checked separately.

Changes, cancellations and a clear catering quote

Before approving an order, request the menu, quantities, currency, delivery scope and any applicable taxes or handling charges in writing. Ask for the supplier's amendment and cancellation terms, including the point at which preparation or procurement creates a charge. There is no universal free-change window. Changes to passenger numbers, airport, aircraft or service time should produce a revised confirmation rather than being left as informal messages.

Where an item cannot be supplied, the kitchen's suggested alternative should be checked against dietary restrictions, quantity and cabin equipment before acceptance. If the order arrives incomplete or differs from the confirmation, record the discrepancy promptly and notify the trip desk while local options may still exist. Keep the final order and delivery record with the trip file so any later invoice query can be compared with what was actually agreed.

Private jet catering enquiry checklist

Provide a complete first brief so the kitchen and station can assess the same request. You can send a preliminary schedule, but mark unresolved details clearly and update them before placing the order.

• Airport name and ICAO/IATA code, service date, departure time and preferred delivery time with time zone.
• Aircraft type and registration, operator contact and cabin-crew or receiving-handler contact.
• Passenger and crew meal counts, menu or cuisine preference, portion sizes and beverage requirements.
• Allergies, dietary and religious requirements, permitted substitutions and any required supplier evidence.
• Galley equipment, storage limits, packaging dimensions and serving or reheating instructions.
• Budget or quote currency, delivery access arrangements, and approval contact for changes or cancellations.

Connect catering with the rest of the turnaround

This service remains a standalone catering request. If terminal assistance, passenger transport or protocol is also needed, specify those separately so the order is not confused with a complete VIP ground-service booking. Handling and catering delivery should share the same aircraft timing, but each provider's scope and charges should be identifiable. For Bahrain or Dubai enquiries, name the actual airport rather than the city alone; kitchens and access arrangements are station-specific, not city-wide guarantees.

Request a quote for your flight

Send your airport, aircraft details, schedule and service requirements through the existing LFS request form. Include the relevant checklist above so the trip desk can seek a provider-confirmed scope and quote. Availability, charges and any required approvals remain subject to confirmation.