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Whether it is a lunch meeting, client event, or day-long training session, food always has a bigger impact on the event’s success than one might think. A good catering service will contribute to keeping a meeting well-organized and help project a professional image. On the contrary, a poorly organized catering service can leave a bad impression and wreak havoc on the meeting’s schedule. However, the issue of finding catering that fits a business’s specific needs can prove challenging, especially in the competitive environment of Vancouver.

Below are some essential guidelines on corporate catering that will help any business organize its lunches and meetings to perfection.

Start With Clarification of Goals and Objectives

Depending on the meeting’s specific goals and objectives, different catering options will provide a better fit than others. In particular, it is essential to distinguish between a casual team lunch and a meeting with outside clients, such as a training or presentation. Moreover, in case a business needs to provide food for a working session, the chosen catering service should allow the meeting’s attendees to continue working after the lunch break.

It is crucial to remember that the meeting’s primary objective determines the rest of the criteria, including the attendees, rsvp, timing, and presentation. For instance, an informal team lunch will have different requirements than a formal lunch meeting, which, in turn, will have different specifications than an offsite event.

Know Your Headcount and Dietary Needs Early

No matter how good the food is, a catering service that fails to consider the specific requirements of the majority of its guests can leave a bad impression. Thus, it is essential to estimate the number of people attending the event and the possible dietary restrictions well in advance. It is a good idea to ask for RSVPs or dietary restrictions at least a week prior to the event. In particular, the catering service staff should be notified about the guests’ allergies, vegan or vegetarian diets, or any other restrictions.

Furthermore, it is always a good idea to increase the headcount by approximately 10% when estimating the amount of food needed for an event. In addition, considering the dietary restrictions of the guests is especially important when organizing events in Vancouver, where the workforce is exceptionally diverse. This way, no guest will be left without food, which could damage the reputation of the host organization.

Match the Format to the Meeting Type

The catering event’s presentation should correspond to the meeting’s goals and objectives, as mentioned above. For instance, if an event is organized to maintain a good image in front of the company’s clients, the food should look appealing. In addition, if the meeting is a working session, it is better to choose a catering option that provides boxed lunches or a simple buffet, allowing the attendees to continue working on the session’s tasks after the lunch break.

However, if the event is more focused on fostering team spirit, the presentation and variety of foods offered can be increased. In particular, if the meeting is organized for the company’s employees, it is always a good idea to ask the attendees about their food preferences, including what they like and do not like.

Choose the Right Catering Service

Finally, not all catering services are equal, which is why it is essential to choose the right one when organizing corporate events. In particular, when looking for catering companies in the corporate event catering Vancouver market, it is essential to pay close attention to the feedback left by other businesses. In addition, it is a good idea to contact the shortlisted catering services and ask them to describe their experience and capabilities in more detail. In particular, one should always clarify whether a catering service can handle the specific requirements one has, such as an extended headcount, dietary restrictions, or unique presentation.

Plan Meetings Around a Standard Catering Budget

When organizing corporate events, a fixed catering budget should always be established and presented to the chosen catering service provider. It is essential to keep in mind that for most companies, corporate catering Vancouver is a continuous expense throughout the year. Therefore, it is always a good idea to establish a standard catering budget for each headcount and present it to the catering service. In most cases, a catering provider will be able to suggest several options within the specified budget.

Plan for Recurring Events

For companies that organize recurring events, such as offsite team meetings, it is essential to plan and establish long-standing relationships with their catering service providers. In particular, in the case of regular events, such as monthly or quarterly team luncheons, it is always a good idea to establish a standard menu, presentation, and headcount for consistency. This way, no additional costs will be needed for each following event, and the organizer will not have to coordinate additional details with the catering service.

Corporate catering can be a challenging endeavour, especially when one lacks the required knowledge and experience. However, when choosing the right catering service and planning the event in advance, organizing a corporate team lunch or meeting can be as simple as choosing the right menu and presentation. Crave Catering helps Vancouver-based companies plan and organize their team lunches, providing catering services that let them focus on their meetings and not worry about the food.