Corporate Events

The Ultimate Guide To Ordering Office Food Meeting

A group of people having office meeting and food provided
A group of people having meeting with office meeting food provided.

Image Source from: Smart Meetings

Intro: Ordering Office Food Can Be Stressful

If you’ve ever had to organise food and drinks for a work meeting might well-acquainted with the stress. Balancing time and budget constraints while accommodating diverse office dietary preferences adds complexity. Catering to both selective eaters and health-conscious individuals can seem daunting, intensifying the challenge of corporate catering decisions.

This step-by-step guide alleviates concerns by introducing a seamless catering ordering process.

When faced with the responsibility of managing meeting refreshments, consider entrusting the task to professional office caterers. Established corporate catering services eliminate the need for meticulous oversight. At KX Makan, our personalized menus and reasonable pricing cater perfectly to intimate gatherings, regular in-house sessions, pivotal client engagements, or cost-effective events.

Feeling overwhelmed? Take comfort in this comprehensive guide, ensuring a streamlined catering ordering experience for your upcoming meeting.

Illustrate to do list

Image Source From: Livementor

What To Do To Order Office Meeting Food

Confirm your budget

Ordering food for meetings brings a sense of pleasure. Certainly, you can explore the mouth-watering menus available. However, before embarking on any plans, ensure that your budget has gained approval from higher authorities.

If you hold the responsibility of determining the budget, consider these aspects beforehand:

1. Nature of the Meeting: Define the purpose of the meeting. Is it about cultivating a new client relationship, impressing crucial stakeholders, or retaining a departing client? This assessment will direct your investment for the meeting.

2. Guestlist Composition: Examine the attendees closely. Is it a simple CEO and investor luncheon in a boardroom, a grand office-wide event, a gathering for out-of-town teams, or a VIP business meeting? This understanding will guide the culinary standard required, thereby influencing your expenses.

3. Food’s Role: Evaluate the intended role of the food. Is is to provide light bites for the client meeting, or does it need to cover lunch or dinner, demanding substantial meals? Does the event span the entire day, necessitating energy-rich sustenance, or is it a brief meeting requiring light snacks?

Taking these factors into account enables you to arrive at informed decisions when ordering food for your office meeting. This ensures that your selections align seamlessly with the meeting’s essence, attendees, and goals.

Understand Your Space

Understanding the meeting venue is a vital factor in determining suitable meeting food choices and serving methods. Are participants dining in a boardroom, on a rooftop, in a spacious area, or a more compact room? Will the meeting span the entire day, a short hour, or a half-day session? Is the gathering characterized by collaborative open spaces or private rooms where attendees emerge solely for meals?

Hence, considering the setting facilitates optimal food preparation and service planning. Whether it involves communal platters, individual boxes, or self-serve stations, the caterer can collaborate with you to ensure the best distribution strategy. As a result, anticipating these details before engaging with the caterer significantly streamlines organisation and planning efforts.

Consider The Meeting Held Time

It’s essential to cater to their tastes for a truly impressive client experience with food. Morning and evening meals have distinct requirements and often vary. Opt for breakfast options in the morning, heartier choices for lunch, and warm, moderately-sized dinners in the evening. Canapés, finger foods, or grazing tables work well for in-between times.

Are coffee and tea suitable, perhaps accompanied by pastries? Longer meetings extending into the night might benefit from a buffet arrangement. Considering these factors guarantees that your office meeting food resonates perfectly with people expectations.

Office Meeting Food Aligns With Your Brand Identity?

While making office meeting food choices, keep your company’s identity in mind. Whether your goal is to impress clients, strengthen team bonds, or commemorate accomplishments, your food selection should resonate with your company’s core values. Snacks suitable for a high-end law firm’s client meeting will differ from those ideal for a creative start-up’s working lunch.

Remember that the food you opt for reflects your business, emphasising the significance of maintaining brand image.

Dietary Needs and Preferences

When it comes to arranging meeting food, making sure everyone has enough to eat is crucial. Taking various dietary requirements into account, such as no pork no lard, halal, vegetarian, vegan, gluten-free, dairy-free, or health-conscious preferences, is essential. Balancing all these needs and preferences can be overwhelming if you don’t plan ahead. 
In addition, make sure to advise your caterer of any food allergies or preferences when you place your order. Caterers can often provide customized options to meet various dietary needs and preferences. 

Mix and Match

Welcoming the same clients or groups to your office on a regular basis could result in monotony if you serve them the same food repeatedly. To counter this, introducing variety to your corporate catering through different cuisines or themes can play a crucial role in consistently satisfying clients and leaving a memorable mark.

Temperature Control

When you’re responsible for catering to a sizeable group and the event spans a significant duration, it becomes crucial to devise a strategy to uphold the warmth of hot dishes consistently. Employing chafing dishes on a buffet table or designated serving area can reliably maintain the heat of the food for approximately 30 to 60 minutes. This tactic proves especially effective when you select dishes with excellent heat retention capabilities.

On the other hand, specific cuisines like Chinese demonstrate a remarkable ability to reheat perfectly using a microwave. Alternatively, if your event involves guests dining in shifts over an extended timeframe, considering menu choices that don’t demand meticulous temperature control could be a brilliant idea.

Is it Provided Utensils, Cups and more

Always ensure you’ve got all the necessary serving and dining accessories ready. While some meals, such as boxed lunch sandwiches, don’t demand utensils, others might necessitate both serving utensils and individual cutlery. In the case of buffet or bar-style catering, have you accounted for enough plates and/or bowls? If you’re opting for beverages in gallons rather than individual cans or bottles, do you have an adequate supply of cups?

Typically, your caterer can furnish whatever you require if it’s not readily available. Just remember to make the request!

Pro Tip 1: ESG options

In the present day, companies are increasingly attuned to environmental concerns. Consequently, incorporating ESG (Environmental, Social, and Governance) options can significantly enhance the company’s image and resonate with its core values.

Kindly click here for more info about ESG.

ESG cutlery set

Image Source From: ESG Living

How Much Do I Need?

Determining the right quantity of food when ordering for meeting is a critical consideration. Striking a balance is essential—ensuring no one goes hungry while also avoiding excessive leftovers. Achieving the perfect portioning requires careful calculation and precision.

Determining the appropriate quantity for your meeting food order hinges on three key factors:

Factor 1: The Type of Meeting

The nature of the meeting significantly influences attendees’ consumption. Meetings like seated lunch-and-learn sessions or social gatherings typically lead to higher food intake, in contrast to formal board meetings. It’s vital to assess the event’s dynamics and the role food plays in shaping the experience.

Factor 2: The Length of the Meeting

Consumption patterns are directly linked to the event’s duration. Longer events provide more opportunities for guests to go for seconds or even thirds. Extended meetings or training sessions might require larger food quantities or the inclusion of multiple courses to ensure a diverse culinary experience.

Factor 3: The Type of Food

The cuisine’s characteristics play a crucial role in guests’ satiety levels. Heartier main dish tend to satisfy hunger more swiftly than lighter options like salads or kuih. Armed with this understanding, you can not only adjust the food quantity but also customize the selection of side dishes to optimize your catering order.

Conclusion: Simplifying Food Ordering

When tasked with overseeing the food and beverage aspect of a meeting, contemplate the option of outsourcing to a seasoned office caterer. Skilled corporate catering services alleviate the burden of meticulously overseeing every order-related detail.

At KX Makan, we stand by your side throughout the journey. Our contribution extends to streamlining the process further by offering a user-friendly and tailored menu for your office gathering. Whether catering to small groups or special occasions, our diverse catering menu will cater to your requirements. Don’t hesitate any longer — take action now!

Image Source From: Pinjarra Bakery

Contact Us

We understand your concerns about food health and benefits, and we’re here to take care of it for you.

Contact us now for any inquiries you might have or visit us at

-A Food Caterer That You Can Depends On-