Is it possible to add button called “Catering” on to the meeting window, seenewmeeting.pngattached?
If so, I would use this to open a web browser window to a PowerApps app where the room, date and time were passed through and the user could fill out bespoke fields. On submitting this would be logged in a list and trigger an email.
See attached example where we have a link from a website blocked page which passes the page url through to a PowerApp, seeweblink.pngattached.
Building the PowerApps form isn't the issue, it is adding the button on the Outlook meeting window.