Corporate catering: what to know

What the job involves, what changes the price, and what to ask a pro.

What corporate catering is

A corporate caterer supplies meals and refreshments for meetings, conferences and office events, with delivery, setup and options for varied dietary needs. Companies hire one to feed staff and guests reliably and on schedule without tying up internal staff.

Signs you need it

  • You are hosting a meeting or conference that needs lunch or breaks on a fixed schedule
  • Your team has mixed dietary needs and you want labeled options for each person
  • The office has no kitchen or not enough space for a full meal service
  • You need coffee, pastries or snacks delivered at set times through the day
  • You want the food ordered, delivered and cleared without an office manager handling it

What the pro does

  • Takes the headcount, the meal times, the dietary needs and the delivery address
  • Designs a menu of meals, breaks or snacks that fits the schedule
  • Prepares the food at a permitted kitchen and packs it for delivery
  • Delivers and sets up the food in the room or area you name
  • Labels each dish and keeps the dietary options separate
  • Clears the food area and removes the containers at the end of the meal

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Headcount and the number of meals, breaks or snacks
  • Service style, such as boxed lunches, buffet or plated meals
  • Dietary options and how many separate dishes are needed
  • Delivery distance, time window and whether the caterer sets up on site
  • Equipment such as warming trays, serving pieces and disposable ware
  • Whether service staff are needed for a sit down or a long event

What a written quote should spell out

  • Headcount, the meal schedule and the menu for each service
  • Dietary options and how they are labeled
  • Delivery time, setup time and the address and room for each delivery
  • Equipment included, such as serving ware and disposable plates
  • Cleanup terms and how leftover food is handled

Questions to ask before you hire

  • Can you label each dish with its ingredients and allergens?
  • What dietary options can you prepare, and how do you keep them separate?
  • What time will the food arrive, and how do you keep it at a safe temperature until service?
  • Do you deliver to our office, and how do you get in if the building is locked?
  • How do you handle a headcount change on the day?
  • Do you hold a health permit, and where is the food prepared?

Red flags

  • Cannot say which kitchen prepares the food or whether it is permitted
  • Will not label allergens or ingredients on the food
  • Delivers without a clear time window or a contact on the day
  • Has no plan for a headcount change
  • Wants all payment in advance with no written order

What you can do yourself

A team can order pizza or sandwiches for a small meeting from a single trusted shop, with labeled dietary options and a clear delivery time. Hire a corporate caterer for a conference, a recurring meeting schedule, many dietary needs, or a plan that must run for a full day without internal staff managing it.

Licenses and permits

Food businesses commonly need a health permit or a food handler card from the local office that oversees food safety. Ask the caterer for its permit and staff cards, and check the rules for the office or venue where the food is served.

Corporate catering questions

Can the caterer handle a sudden change in headcount?

It depends on the caterer's supply and the time left. Ask for its cut off time for changes and what it does if more people arrive than planned.

Who pays for food that goes uneaten?

Read the order terms. Ask the caterer whether it charges by the meal served or by the meal ordered, and what happens to any leftovers.

Can we order a standing lunch each week?

Yes, many caterers offer a recurring order. Set up the menu, the delivery time and the dietary notes once, and check the order each week for changes.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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