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An Admin’s Guide for Managing Corporate Catering

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Want to improve your meetings? Add food!Your meeting attendees will be happy, and you

will be a hero!

Be an Office Hero

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Attention to detail is important. You can have an awesome spread, but what about the drinks, utensils, napkins?

When placing your catering orders, make sure you have the basics covered.

`Get Ready

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1. Do you have a plan for managing beverages?2. Do you have the necessary serving utensils?

Beverages and Serving Utensils

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CONS• Considerably more

expensive than buying from a grocery store or wholesale market

PROS• No need to purchase your own beverages in advance• No need to store your own beverages• No need to chill your own beverages

Handling BeveragesPros and Cons of ordering beverages from restaurant and caterers

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*We strongly recommend you purchase your own serving utensils. Having a group meal without the necessary serving utensils can ruin the meal experience.

CONS• Need to wash serving

spoons after meals.• Need to store your utensils.

PROS• Some restaurant and caterers do NOT provide disposable serving utensils• Disposable utensils are not durable.• Lower environmental impact

Serving UtensilsPros and Cons of owning your own serving utensils*

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Most restaurant and caterers will provide plates, napkins and utensils free or at a nominal cost. It is good to have a small stockpile of these supplies in your office just in case.

Plates, Napkins and Utensils

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Office catering is an important part of hosting a successful meeting. Not all meetings call for food & beverages. For meetings with catering requirements, you want to impress your meeting participants.

The first step is to have a system for scheduling and understanding the meal requirements.

Now for the Meeting Planning

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If you are planning your companies meals, you are likely in charge of meeting coordination as well. For meeting requests, you will need to know:

• The time/date of the meeting• The meeting participants to invite• Which conference or meeting rooms are available and

appropriate for the meeting• The Audio/Visual requirements required for the meeting• The food/beverages requirements (if any) for the

meeting

Managing your Meeting Scheduling Requests

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`Planning meals for your meetingsFor meetings with meal requirements, here are

some key questions:• How many participants are expected?• How formal is the event?• What is the budget for the meal?• Are there any cuisine preference?• Are there any dietary restrictions?

(vegetarians, food allergies, etc.)

Inviting Participants to the meeting

Here is an example of a meeting invitation:You are requested to attend: - When: Monday 12pm-1:30pm Sales Meeting hosted

by VP Sales Sharon Sanford.

- Where: Alpha Conference Room

- Topic: Review Quarterly Numbers

- Lunch will be served. Please email jan@abctech.com if you have any special meal requirements.

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`Now on to the Meal Ordering!

Now that you have your meeting schedule set and the meal requirement information, it is time to place your catering order.

We will cover the two most popular catering order types:

• Individually packaged orders, and • Group style catering.

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2 Types of Catering Orders

• Individually packaged/lunch box (good for smaller groups)

• Group Style (ideal for larger groups of 15+)

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Individually Packaging vs Group Style Catering

Group/Buffet Style• Great for large

groups• Easy to order• Self-service• Enough variety to

serve all appetites• Estimate size to

service the group

Individually Packaged• Best for small

groups• Customizable• Easy to distribute

and dispose of• One lunch order per

person

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An example of a box lunch: • SANDWICHES: Sandwich, Salad & Chips

• CHINESE FOOD: Beef Broccoli, Rice and Side Salad

• MEXICAN: Burrito, Side of Rice & Beans

• MEDITERRANEAN: Gyro Wrap, Pita & Hummus, and Side Salad

* Ideally the caterer or restaurant offers an easy to order lunch combination menu.

`Individually Packaged/Lunch Boxes*

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Individually Packaged Meals/Lunch BoxesHelpful Tips

• Ask the caterer to label all the boxes.• Order a few vegetarian box lunches for your

group.• Consider ordering 1-2 extra meals in case you

have unexpected extra guests.• For custom orders, have the caterer specially

label these orders. We recommend having your custom orders labeled with the requestor’s name.

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Individually Packaged Meals/Lunch BoxesPricing

Lunch combo packages typically range from $8 - $12 per lunch box. Note: These lunch combo packages often

exclude a beverage.

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Individually Packaged Meals/Lunch BoxesSample Order

California Fresh Box Lunch

Sandwich & Salad Box Lunches for 8

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Group Style Catering Package

A group style order is essentially a mini-buffet for your group. Each person can pick and choose according to their meal preferences.

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Group Style Catering Package

For larger groups, a group catering orders is often preferred. The advantages include:

• Simple ordering process• Food stays warm longer in the catering pans• Easy setup• Group serves themselves• Less packaging waste

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• Entry items: $6-$8 per person

• Side dishes: $1-$2 per person

• Salad: $1-$2 per person

• Appetizers: $1-$2 per person (optional)

• Dessert: $1-$2 per person (optional)

• Beverages: $1-$2 per person (optional)

BudgetingOrder budget should be around $9 - $14

subtotal per person

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• 3-5 Entrees is ideal. This will provide you with the necessary variety. By limiting the different entrees, you will avoid running out of the more popular dishes.

• Of the 3-5 entrees, 1-2 should be vegetarian.• The total cost of your entrees should cost total

around $6-$8 multiplied by the size of your group.

Ordering a Group Style Catering Order Step 1. Choose 3-5 Entrées

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Don’t forget the side dishes. Most cuisines have popular side dishes, so it is best to include these for your orders. Also, consider adding a group salad.

The cost of the sides should be around $1-$2 per side multiplied by the size of the group. Here are some side dish examples:• CHINESE - Rice• INDIAN - Naan & Rice• MEDITERRANEAN - Pita Bread & Hummus• MEXICAN - Spanish Rice & Beans

Ordering a Group Style Catering Order Step 2. Add Side Dishes

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If you have room in your budget, consider adding on some appetizers.

The cost of an appetizer should be around $1-$2 multiplied by the size of the group.

Some examples of popular appetizers include:• THAI - Chicken Satay• CHINESE - Egg Rolls, Pot Stickers• MEXICAN - Chips & Salsa & Guacamole, Quesadillas • INDIAN - Samosas, Pakora

Ordering a Group Style Catering Order Step 3. Add Appetizers (optional)

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Ordering a Group Style Catering Order Step 4. Add Desserts (optional)

If you have room in your budget, consider adding some dessert items to your order.

The cost for adding desserts should be around $1 to $2 multiplied by the size of the group.

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Ordering a Group Style Catering Order Step 5. Add Beverages (optional)

As mentioned earlier in this slide presentation, we recommend considering stocking up on beverages if possible.

Beverage service typically cost $1-$2 multiplied by the size of the group.

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Ordering a Group Style Catering Order Step 6. Review Your Order

Here is a checklist to ensure your meal is ordered correctly.1) Did you order 3-5 entrees?2) Do you have 1-2 vegetarian entrée options?3) Did you include the necessary side dishes?4) Is your budget for the meal around $9 - $14 per person?**Budget for meals without appetizers, desserts or beverages.

Price before tax, tip and delivery charge.

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Instructions for your Group Style Catering Order

1) Request the order to be served buffet style.2) Request any serving spoons, plates, napkins

and utensils if necessary. 3) Specify the # people to be served.4) Include detailed address and setup

instructions. (i.e. Setup in conference room B, and ask for Susan V.)

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Labels

If your caterer can label the trays, it can help your meeting participants better understand their meal choices. If your caterer does not provide labels, consider creating some of your own.

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Entree

Salad

Entree

Entree

Vegetarian Entree

Vegetarian Entree

Sides

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5 Entrees (2 Veg): $229.501 Side: $22.50

1 Salad: $27.80

Subtotal: $279.80

Price per person = $11.19

`Sample Order – Chinese FoodService for 25 people

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4 Entrees (1 Veg): $200.001 Side: $15.00

1 Salad: $35.801 Appetizer: $34.75

Subtotal: $285.55

Entree

Salad

Entree

Entree

Vegetarian Entree

Appetizers

Sides Price per person = $11.42

Sample Order – Thai FoodService for 25 people

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Sandwiches

Salad

Sandwiches

Dessert

Salad

Sample Order – SandwichesService for 25 people

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Sandwiches: $155.002 Salads: $35.00

1 Dessert: $30.00

Subtotal: $220.00

Price per person = $8.80

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Salad

Pizza

Veg Pizza

Pizza

Pizza

Pizza

Veg Pizza

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6 Pizzas (2 Veg): $152.501 Salad: $24.00

Subtotal: $176.50

Price per person = $7.06

A large or extra large pizza typically serves 3-4 people per pizza.

Sample Order – PizzaService for 25 people

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Placing the order• Ideally place 2-5 days in advance• Be clear with your setup and delivery

instructions.

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What Should I Tip?

• Tipping is subjective. Ultimately, the tip amount is up to you.

• 10% recommended. If there is large delivery surcharge, you can opt to reduce your tip.

• Yes, the driver does expect a tip.

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The Setup Review1) Are the trays setup and ready for service?2) Do you have the necessary serving utensils?3) Do you have plates, napkins and utensils.4) Do you have beverages.5) Do you have the necessary dressings, sauces,

and condiments.6) Are the trays labeled (nice to have).7) Do you have waste and recycle bins for cleanup?

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Final Step

Enjoy the compliments!

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Thank youKen RyuCEO & FounderGetQuik, Inc. “catering orders made easy”www.getquik.com