Meeting catering: how to plan your breaks
A break is part of the programme. Coffee may be enough for a short discussion, while a full day of meetings calls for a clearly scheduled lunch break. Good meeting catering suits both the length of the meeting and the way you want to work. Making a few choices in advance keeps the organisation manageable and allows the quotation to specify exactly what you are requesting for your group.
Decide where breaks fit in the agenda first
Decide when participants will arrive and when you would like to take a break. Schedule food at a natural transition in the programme, for example after discussing the main topics. Allow time to settle back into the meeting.
A coffee break with pastries may suit a short meeting. For a longer session, you can choose lunch or a buffet. Discuss your preferred times with the hotel so that room use, service and catering can be coordinated.
What does the business offer include?
Prins Van Oranje lists coffee and pastries, a business lunch with mini tapas, a business buffet and a dinner buffet. The business buffet includes two hot and three cold dishes, with water, coffee and sparkling water included. Current prices are listed on the business page.
Venue hire and catering are itemised separately. A drinks package is another separate choice. Have the proposal specify what is already included, what you are adding and the period covered by any package.
Be specific about dietary requirements
Gather dietary requirements and allergy information before submitting your enquiry. As well as the total number of participants, state how many people need an adjustment. Describe the request clearly so that the team can assess the options.
Stating a requirement does not confirm that every dish or alternative is possible. Have the arrangements for dishes and feasible adjustments explicitly confirmed. For information on ingredients and allergens, contact the hotel directly.
Meeting catering and restaurant visits need separate arrangements
A catering request for a meeting goes through the business enquiry process. This is a different route from requesting a table for LA BRAVA’s public restaurant service. Make it clear that you are organising a meeting and state the catering you would like.
Discuss whether the meal fits your programme and what service can be confirmed for your date. Do not automatically apply the restaurant opening hours to a business meeting or assume that restaurant service is available without an arrangement.
Keep the quotation clear
Ask for a clear breakdown of participant numbers, your chosen catering, drinks arrangements and venue hire. Business prices on the B2B page exclude VAT. The full price with applicable VAT is confirmed in the proposal before you agree.
If your group or schedule changes, let the hotel know in good time. The final number and arrangements are set out in the confirmation. A carefully completed enquiry helps the hotel propose the right combination for your meeting.
What to include in your enquiry
- Number of participants and preferred meal times
- Coffee, lunch or buffet, and your choice of drinks
- Number of dietary requests and clear allergy questions
- Date, programme and any preferred room
Put your plans into action
Request your meeting and catering togetherAvailability, the full price and arrangements are confirmed before you agree. A request does not reserve a hotel room or function room.
