A good fit forOffice celebrations, team lunches and occasional festive events in hired or workplace venues.
Choose lunch, reception or evening meal
A working lunch, a drinks reception and a late party need different portions and service. Tell suppliers whether guests will sit down, circulate or arrive in shifts. If entertainment or speeches are planned, give the food team the running order. A clear service window helps them propose food that can be delivered and eaten at the right pace.
Check the venue before the menu
Workplaces and hired rooms may limit cooking, loading access, lift use or waste disposal. Explain the facilities actually available and whether normal office activity continues during setup. Ask suppliers what they need for hot holding, preparation and serving. Do not assume a festive menu can be delivered into any room without equipment or staff.
Make the final numbers process simple
Agree one internal organiser, a date for confirmed numbers and a way to collect menu choices. Keep individual dietary discussions private and pass necessary requirements directly to the supplier. Ask how invoices, purchase orders and any applicable taxes are handled. Compare the full delivered service, including overtime or late collection, rather than the menu headline alone.
BEFORE YOU ASK FOR QUOTES
The details worth agreeing.
- State the event date, meal window and staff arrival pattern.
- Confirm workplace or venue access and cooking restrictions.
- Coordinate food with speeches, entertainment and drinks.
- Agree menu-choice and final-number deadlines.
- Check invoice details, payment schedule and collection times.
A USEFUL STARTING BRIEF
Make it specific to your event.
Replace the bracketed details. Keep names, contact details, exact private addresses and named health information out of the shared brief.
A festive team event with a defined meal window and workplace access rules. Please propose a suitable service format and show staffing, equipment, travel, taxes, clearing and final-number deadlines.Open the planning hub ↗
QUESTIONS TO CLEAR UP
Before you decide.
Should we request a traditional Christmas menu?
Describe what your guests enjoy and how they will eat. Suppliers can propose a festive menu, a less formal alternative or a mix. Ask what each option changes about staffing and service.
Can we cater for several office shifts?
Explain each group's numbers and serving time. Ask whether food will be replenished, delivered in separate rounds or served by staff, and compare the total cost and responsibilities.