Venue rules come first
Large venues in Nangang and Xinyi, such as exhibition halls, convention centres and hotel conference floors, often have their own catering partners and written rules about outside food. Some allow it freely, some only in certain rooms, some charge a fee, and some do not allow it at all. Ask the venue, in writing, before you book any caterer. We check access for every request, but the venue's answer is yours to obtain and share.
Questions for the venue
- Is outside catering allowed in our room or booth, and is there a fee?
- Where is the loading dock or service entrance, and which lift can we use?
- What are the load-in and load-out times, and how long can a vehicle wait?
- Do delivery staff need passes or registration in advance?
- Is there power for warmers near the food area, and how much?
- Where does waste go, and are there sorting rules?
Timing a conference day
Conferences run on a timetable that slips. Give the caterer food-ready times for each break with a margin, and name someone on your team who can tell them when a session runs over. For a full day, plan separate deliveries for the morning break, lunch and the afternoon break rather than one early drop that sits for hours.
Booths and exhibitions
At an exhibition booth, space is tight and the food is for visitors as well as your staff. Plan small, tidy items that do not need plates, keep a reserve out of sight, and agree where staff eat their own lunch. Check whether the organiser allows food sampling or handing out food in the hall.
Who needs to know
- Venue event coordinator: delivery times, room, power and waste.
- Your registration desk: when food arrives, so they can direct the caterer.
- The session chair or MC: when breaks really start.
- The caterer: one contact on your side with a phone that will be answered on the day.