Start a First Communion lunch with the date, the venue and an approximate guest list. Choosing dishes is easier once you know where everyone will sit and where the catering team can work.
Whether your family is celebrating in Alicante or the Vinalopó, at home or at a hired venue, the decisions below will help you put a workable plan together. For Xepep’s service options, see our family celebration catering.
When to enquire and what to confirm
Once the parish confirms the ceremony date and time, check availability with both the venue and caterer. If you are considering several dates, say so. An enquiry does not secure a booking: ask what confirms the arrangement and get the change and cancellation terms in writing.
There is no single booking window for every Communion celebration. The date, location and service all matter. Before sending invitations, allow for the ceremony, travel and arrival before lunch. Relatives travelling from Alicante, Aspe, Novelda or Elda may need different journey times, as well as somewhere to park.
At home, at a finca or in a function room?
At home, check seating and working space before settling on the guest list. Agree whether the catering team will use your kitchen or refrigeration, who will move furniture and who will clear away afterwards.
At a finca, a private country property or event venue, check vehicle access, water, electricity, toilets and covered space. Ask the owner where cooking is permitted and what conditions apply. A garden needs a practical alternative for rain, wind or strong sun.
In a function room, confirm whether outside catering is allowed, when the team can set up and which furniture and tableware are included. Whatever the venue, leave comfortable routes for older relatives and keep children’s play space separate from the working kitchen.
Compare three ways to serve lunch
| Format | When it may suit your family | What to check |
|---|---|---|
| Live paella cooking | An informal reception followed by rice as the main course | Separate cooking area, team access and an agreed serving time |
| Canapé reception | A sociable gathering where people move between groups | Plenty of seats, a steady serving pace and enough food for lunch |
| Seated, served lunch | Guests who prefer a meal at the table and a relaxed afternoon together | Seating plan, waiting staff, crockery and course timings |
These can work together: a standing reception followed by paella at the table, for instance. Think about the guests before the presentation. Young children and people with limited mobility need a comfortable seat and an easy route around the venue. Our guide to live cooking explains what happens at a cooking station.
Count adults and children separately
Keep confirmed guests, unanswered invitations and children’s ages in your list. If you are providing lunch for professionals working at the celebration, such as the photographer or children’s entertainers, tell the caterer how many there are and agree which meals to prepare for them. Avoid treating every child as half an adult portion: agree children’s dishes and quantities with the caterer.
Send an initial estimate when requesting a proposal, then agree a deadline for final numbers. Changes can affect tables and staffing as well as food. Your headcount helps shape the service; it does not establish a caterer’s minimum booking size.
Children’s meals and dietary requirements
A useful starting point for discussion is appetisers, a main course and dessert. If your family supplies the cake, agree who will receive, store and serve it, and how ingredient information will be provided. Ask what younger guests enjoy eating and arrange their meals so they do not wait through an extended adult reception.
Collect allergies and intolerances with attendance replies and pass them on before finalising the menu. Ask for dish-specific allergen information and agree who will identify and deliver each alternative meal. Leaving an ingredient out of a recipe does not, by itself, address cross-contact.
Spain’s Royal Decree 126/2015 covers food information for non-prepacked foods. Our guide to the 14 allergens is a useful starting point for your conversation with the caterer.
A week-by-week planning checklist
This is a suggested family planning schedule, rather than a Xepep booking or confirmation deadline. Bring tasks forward if your venue or caterer requires it. With less time available, begin with availability, venue and numbers.
- 12–16 weeks before: confirm the ceremony, estimate guests, enquire about venue and catering availability and read booking terms.
- 8–10 weeks before: choose a format, visit the venue and agree furniture, tableware, staffing and covered space.
- 4–6 weeks before: collect replies, ages and dietary requirements, then discuss the menu.
- 2–3 weeks before: review seating, delivery access, timings and children’s meal service.
- During the final week: confirm details within the caterer’s agreed deadline; review allergies, the main contact and the weather forecast.
- The day before: clear access and working areas, check the agreed set-up and keep contact numbers handy.
What to send when requesting a quote
Give the date, time, venue address and separate adult and child numbers. Add your preferred format, dietary needs and whether you want cooking alone or help with setting up and service too. An itemised proposal makes it easier to compare food, drinks, staff, tableware, transport and clearing away.
Explore celebration catering or request a quote for your First Communion lunch with the information you have. Your proposal will confirm availability and the practical requirements for your venue.
Before confirming the menu and outdoor cooking, review allergen information and country-venue fire rules.
