Where do I start?
The first step is getting your date in The Silk Road calendar!
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The Silk Road Catering has a unique ability to serve multiple events in a single day across Western Montana, thanks to our several well-trained and qualified teams.
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As you know, Fridays and Saturdays are prime dates, and are frequently booked years in advance! So don't wait! Head to our Contact page to check if your date is available, set up a consultation, and reserve your spot on our calendar.
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The Silk Road Catering does everything from scratch. We don't buy pre-formed Costco meatballs or bulk hummus. We also don’t believe in cookie-cutter packages. Instead, we build your menu à la carte and craft a service plan that fits exactly what you envision—whether that’s an elegant outdoor wedding, a corporate retreat, or an intimate celebration. Prices typically range from $35 to $200+ per person, depending on your selections, style of service, and event logistics.
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The Silk Road's goal: To cultivate lasting memories around Exquisite Food and Exceptional Hospitality.
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What can I expect?!
Let’s lay it all out—step by step—to help you create an unforgettable catered event with The Silk Road.
We’ve been designing and catering events in Montana for over a decade, and we know that the best celebrations come from careful planning, flexibility, and a deep understanding of our clients’ vision. Whether you’re planning a wedding, business event, or private celebration, this is exactly what the process looks like.
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Step 1: Get in Touch
Fill out our Contact Form with the following:
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Your name & contact info
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Event date
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Estimated guest count
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Purpose of the event
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Event Location
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Any other details you’re ready to share (we love hearing your ideas early!)
​This form helps us quickly check availability and begin imagining how we can best serve you.
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Step 2: Check Availability
Once we receive your form, we’ll check the calendar and respond by email:
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If your date is already booked full – Don’t worry. We’ll work with you to explore other date options or offer alternate solutions.
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If your date is available –We’ll “pencil you in” and send a scheduling link for a phone appointment with Sam Risho, our Catering Coordinator and co-owner of The Silk Road.
​Booking a meeting doesn't obligate you, but it does start the planning journey—and holds your place while we talk through the details.
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Step 3: Prepare for Your Planning Call
*Before your meeting with Sam*, take some time with your co-planners to consider the following large concepts:
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What’s the vibe of your event?
Picture how your guests will interact with the food:
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Elegant plated dinner?
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Buffet?
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Heavy hors d'Oeuvre party?
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Passed hors d’oeuvres and cocktail hour?
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Live Action Station
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Specialty Themed Buffet
Take a look at our Style of Service guide to explore all your options. Sam will help you weigh the pros and cons of each and tailor it to your space, guest list, and energy. Don't feel obligated to just one style! Many catered events have a mix of two or many styles!
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Menu Ideas
This is where the creativity flows! Browse our Catering Menu and mark anything that catches your eye. We love crafting menus around your favorite flavors, seasonal ingredients, or cultural traditions. Want vegetarian options? A late-night snack table? Dessert bar? Let’s dream together.
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Budget Basics
You don’t need to have every dollar figured out, but a ballpark range helps guide our recommendations.
Things to think about:
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What’s included in your total event budget (food, rentals, staff, beverages, linens, etc.)?
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Who’s contributing financially—and who gets the final say?
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Do you prefer a price per person, a total dollar amount, or do you want to start with a dream menu and scale from there?
We’ll meet you wherever you are in the process.
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Location Logistics
Your venue plays a big role in how we plan your catering.
Helpful details to gather:
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Is there a kitchen on-site?
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Is there potable water and electricity?
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What’s parking and access like for our trucks and team?
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Are there stairs, long hauls, or tent setups to consider?
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You don’t have to have all the answers—but any info helps us prepare a smoother experience for everyone.
Step 4: Phone Meeting with Sam
This is your time to talk through ideas, concerns, and possibilities. We’ll walk through:
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Your event goals
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Service style preferences
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Menu items
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Logistics
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Timeline ideas
…and much more.
The call typically lasts 30–45 minutes, and it’s helpful to be at a computer so we can look at menus together on our site in real-time. Sam brings decades of experience and a creative approach—clients often tell us this call helps them feel more prepared and excited about their event.
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Step 5: Your Catering Proposal
After the call, we’ll send you a detailed Catering Proposal by email. It includes:
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Your chosen menu items
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Style of service
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Staffing and rentals
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Estimated pricing
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Notes on timing and logistics
From there, you can:
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Request changes via email or another quick call
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Say “YES!” and secure your event with a 50% deposit, payable instantly via the link in the proposal.
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A Quick Note About Booking Early
The Silk Road Catering calendar fills quickly, especially Fridays and Saturdays in the summer and fall! Many of our clients choose to reserve their date and submit a deposit before meeting with Sam (even before the menu has been chosen) just to ensure the date is secure. You may choose that option at any time.
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The Silk Road Catering Proposal
After your phone meeting with Sam, you will receive the first draft Catering Proposal by e-mail. This document will reflect everything you discussed, so please review it carefully.
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The proposal includes:
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Your menu selections and pricing for each item
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Style of service
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Rental and disposable needs
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Labor and travel costs
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Payment options, clearly outlined
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A breakdown of client responsibilities (e.g., alcoholic beverages, plateware, chairs, tents, décor—anything The Silk Road will not be providing)
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​Local vs. Out-of-Area Events
For Missoula-based events, most food is prepared in our commercial catering kitchen and typically does not require additional equipment.
Out-of-area events frequently require additional cooking equipment to ensure your meal is prepared fresh prior to service, and not sitting in a hot-box for hours. The cost of food is separate from the equipment rental fee, ensuring complete transparency in the food cost per person, separate from equipment pricing. The equipment rental fee covers fuel to operate and maintenance.
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We exclusively use our own cooking equipment to guarantee food quality, safety, and consistency—no third-party rentals or borrowed setups. This allows us to maintain full control over our operations and avoid any potential issues that might arise with unfamiliar, rented, or borrowed equipment.
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Event Timing & Setup
Your proposal will also outline the specific timing for your event, including:
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Catering team arrival
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Food-service
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Ceremony (if applicable)
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Any other important timing notes discussed
For weddings, The Silk Road typically arrives one hour before the ceremony to quietly unload and begin setup without disrupting the event.
For non-ceremony events, our team usually arrives 30 to 90 minutes before service, depending on the setup needs.
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Need to Make Changes? No Problem.
This is just the first draft—we expect revisions!
Everything from the guest count to the menu selections can be modified up to three weeks prior to your event.
We’re happy to collaborate with you through multiple rounds of edits to get things just right—both in terms of the vision and the budget.
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Ready to Book?
Once you’re confident in moving forward, you can:
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Submit your 50% deposit via the secure ePayment link in your proposal
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Simply reply to your proposal email or book another call to let us know you're ready—we’ll guide you from there.
And that’s it—your event date is officially secured on The Silk Road calendar!
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Discounts
The Silk Road happily offers Non-profit Organizations a 5% discount upon request.
Credit or Debit Cards
The payment processing program allows you to choose to pay with Credit/Debit card payment with a 3.45% processing fee, or an electronic check (ACH) with zero processing fee.
Food & Beverage Minimums
F&B minimum $500
Saturdays May through October, minimum $2,000
Does not include labor, travel, gratuities, rentals, etc.
Travel
Minimum travel fee within Missoula City $15
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Outside Missoula city limits, the travel fee is $2 per mile, round trip, and includes 2 vehicles bringing staff and gear/food to your event location
Service Charge
The Silk Road adds an industry-standard gratuity based on a percentage of food and beverage.
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10% Pickup
15% Drop Off
20% Full Service
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Gratuity is shared between the service staff working at your catered event and also the food prep staff that work from The Silk Road Catering kitchen.
Additional gratuity is always welcome but never required.
Additional Optional Services
Water Service Fee $0.35 per person
Provide ice for glassware, pour and maintain water at seated tables.
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Family-Style Salad Service $0.50 per person
Served on family-style platters brought to each table where guests serve themselves.
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Family-Style Dinner Service $1.00 per person
Served on family-style platters brought to each table where guests serve themselves.
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Plated Salad Service $1.00 per person
Salad is individually plated and served to each guest at their table.
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Plated Dinner Service $2.00 per person
Salad is individually plated and served to each guest at their table.
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Cake Cutting Fee $0.50 per person
Includes table setup, cutting, serving, and clean up
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Champagne Toast $0.50 per person
Pour and distribute individual glasses of champagne
Garbage Removal $35
All bagged garbage removed when caterer leaves site.
The Business Part
Booking, Payments & Policies
To secure your date on The Silk Road calendar, a 50% deposit of the estimated total is required. This deposit confirms our commitment to your event date, along with all agreed-upon products and services.
Once your deposit is received:
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You’ll receive an updated invoice whenever modifications are requested and approved.
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The balance of your payment is due 21 days prior to the event (“21DP”), along with your final guest count and finalized menu.
Guest Count Changes
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After 21DP, reductions in guest count will not result in a price adjustment.
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Increases after 21DP are subject to approval and, if accommodated, will incur an 8% fee per additional guest (applied to food and rental costs only).
Cancellations & Rescheduling
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Full refunds (minus a $300 planning & consultation fee) are available for cancellations made 60 days or more before the event.
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Cancellations made between 60 days and 21DP are subject to a 10% cancellation fee based on the total event estimate.
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No refunds will be issued for cancellations made after 21DP.
If you need to reschedule, we’re happy to work with you to find a mutually agreeable alternate date, as long as changes are requested before 21DP.
Additional Policies
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Damaged Rentals: Clients are responsible for the replacement cost of any damaged or missing rentals.
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Payment Terms: Payment via credit/debit card includes a 3.45% processing fee, automatically applied to the final balance. This fee may be waived if paying by cash, check, or EBT—just let us know!
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Menu Pricing: Menu prices may be subject to change due to product availability, quality, or market fluctuations. Prices are guaranteed once finalized at 21DP. Any substitutions or changes will be communicated to you in advance.
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Late Payments: Late balances are subject to a 15% annual interest rate, assessed monthly, per Montana state guidelines.
Terms & Agreement
By submitting your deposit, you confirm agreement to all terms and conditions outlined above. This serves as a binding agreement between you and The Silk Road Catering for the services described.​
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Let's Talk!
Do you love what The Silk Road has to offer? Great! Click Contact to message your event information to the catering team, and most importantly secure your date in our calendar ASAP!
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