1. Fix the headcount and the food-ready time
Start with the number of people and the time food must be ready, not the meeting start time. If the break is at 12:15, the food should be ready at 12:10. Keep a small buffer, one or two portions, for late additions.
2. Choose boxes or a buffet
Individual meal boxes (會議餐盒) suit meetings, trainings and desk lunches: fixed portions and no serving. Shared trays or a buffet suit team lunches and celebrations, use less packaging and let people choose. For client-facing events, consider a buffet with setup or staffed service.
3. Collect dietary needs early
Ask for dietary needs when people register, and give the caterer counts plus specific ingredients for allergies. Do not rely on dish names to decide what is safe; ask the caterer to confirm with the kitchen.
4. Check the building
- Does the front desk need the delivery person registered?
- Is there a freight lift or loading area, and are there time limits?
- Who receives the delivery, and on which floor?
- Where can empty containers and waste go after lunch?
5. Compare complete quotes
Ask each caterer for a quote that lists dishes and portions, delivery, serveware, any setup or staff, cleanup and cancellation terms, and how invoicing works. Then compare the whole service, not only the per-person price.
6. Confirm the day before
Reconfirm the final headcount, the delivery window and the receiving contact. Most office catering problems come from a changed room, a late headcount change or nobody at the front desk to receive the food.