Planning office catering can feel simple at first. You need food, a time, a headcount and somewhere to put it. Then the details appear: budget, delivery windows, dietary requirements, serving space, plates, napkins, drinks, leftovers, access instructions and the quiet fear that there will be too much food or not enough.

This guide walks through the practical side of office food planning for London offices and wider UK workplaces: how to compare catering package prices, what to ask before booking, when delivery-only catering is sufficient, and how to make sure vegetarian, vegan and gluten-free guests are properly included.

Understanding catering package prices

Catering package prices usually depend on guest numbers, food format, delivery distance, staffing, equipment, menu complexity and the length of the event. When people compare catering packages prices, the most important thing is to check what is actually included, not just the number on the quote. A simple office lunch delivery costs less than a staffed reception with setup, serving and clear-down. A breakfast meeting is typically lighter than a full working lunch. A client event may need more polished presentation than an internal team update.

When reviewing any quote, do not stop at the menu. A useful package should make clear what the office actually receives on the day. Check whether the price includes:

• Food, delivery and VAT
• Staff and setup
• Clear-down
• Serving equipment, plates, cutlery and napkins
• Dietary labels
• Drinks
• Minimum spend requirements
• Final guest number deadline

A lower headline price is not always better if you need to organise the missing details yourself. Ask what would increase or reduce the cost – sometimes small changes, such as simplifying the menu or choosing a delivery-only format, can make the budget work harder without making the food feel less generous.

Catering prices in a city context

Office catering prices can vary across London and the UK because venues and offices are so different. A ground-floor office with easy access is not the same as a high-rise building with security check-in, limited lift access and a strict delivery window. Share practical details early so the caterer can quote accurately and avoid delays on the day:

• Full address and floor number
• Delivery time and window
• Reception or loading instructions
• Lift access
• Contact person on the day
• Setup area dimensions
• Whether staff need to stay on site

Judging value, not just price

When you have a fixed budget, it is natural to look for the most affordable option. But affordable should not mean rushed, unclear or forgettable. Better value often comes from a focused menu rather than an oversized one. A smaller selection of well-made dishes usually works better than a long list of average options.

Clear labelling, reliable delivery and thoughtful dietary planning are part of the value too. The best choice is the one that gives you confidence – not the one that creates extra work for whoever is running the event.

When comparing options, ask yourself: will this make the event easier, or will someone still need to manage everything once the food arrives?

Matching the menu to the event and the room

Office food should match the rhythm of the working day and the purpose of the event. Breakfast meetings need lighter, punctual food. Looking at local catering menus can help you understand which formats are realistic for your office space, schedule and guest count. Working lunches need tidy, filling dishes. Client events may need neater presentation. Team celebrations can feel more relaxed. All-day sessions may need food served in stages.

Before ordering, also look at the room where the food will be served. This one step prevents a surprising number of problems.

• Is there enough table space for the dishes?
• Will people queue in a corridor?
• Is there room for hot food, or only cold platters?
• Is there a kitchen or prep area?
• Will guests sit, stand or move around?
• Where will drinks be positioned?
• Where will empty plates and packaging go?

A menu that works well in one office may feel awkward in another. If the space is small, choose food that is compact and easy to serve. If the meeting is formal, avoid dishes that are messy or difficult to eat while talking.

Delivery catering: when it works and when to upgrade

Delivery-only catering works well for smaller meetings, team lunches, hybrid gatherings, informal celebrations and simple internal events, especially when local catering delivery can arrive within a clear setup window.

Delivery is usually the right choice when:

• The group is small or medium-sized
• The food does not need on-site cooking or staffed serving
• The office has space to lay everything out
• Someone is available to receive and manage the order
• The event does not require formal service or presentation

For client meetings, larger events, or anything where the food is part of the impression you leave, staffed catering is likely the better option. A professional caterer manages timing, presentation, dietary serving and clear-down – things that matter more when guests are watching.

Catering for hybrid teams and home offices

Catering home delivery can also be useful for hybrid teams or small work gatherings where people are not all in one place. A company might arrange food for an in-office group while sending meal boxes or vouchers to remote staff. This will not suit every event, but it can make dispersed teams feel more included.

For catering home office meetings or small business gatherings at a residential workspace, keep the food simple, tidy and easy to manage. Choose dishes that do not require much kitchen space or constant attention. If guests are working while eating, avoid anything messy or difficult to handle.

What to confirm before a delivery order

Before confirming any catering delivery, make sure the following are clear:

• Exact delivery time and address
• Contact name and phone number on the day
• Reception or security instructions
• Floor number and lift or stair access
• Parking or loading restrictions
• Packaging format and temperature guidance
• What happens if the driver is delayed

For city offices especially, these details matter. A five-minute confusion at reception can mean cold food, a delayed meeting and an unnecessarily stressed host.

Dietary planning: making every guest feel considered

Dietary planning is one of the most important parts of office catering and one of the easiest areas to overlook. Ask for dietary requirements early, then make sure the menu includes meaningful options. Vegetarian, vegan and gluten-free guests should not feel like they have been handed the backup dish. Their food should be just as generous and intentional as everything else on the table.

Clear allergen labels help guests choose confidently without needing to ask awkward questions in front of colleagues or clients.

Vegetarian options

Vegetarian office catering should be filling enough to stand on its own. Good options include grilled vegetables, grains, dips, breads, salads, cheeses, pulses and vegetable-led mains with real flavour. If several guests are vegetarian, do not relegate their food to a side section – make it part of the main spread.

Vegan options

A good vegan office menu should have substance, not just leaves and fruit. Think about dishes with texture, protein and flavour: grains, roasted vegetables, pulses, dips, sauces and breads. Vegan food should feel like a real choice, not a restricted version of the main meal. When ordering, confirm whether vegan dishes are prepared separately and labelled clearly, especially if allergens are also a concern.

Gluten-free catering

Gluten-free catering can matter for preference, intolerance or coeliac disease – and those are not the same thing. For office events, ask:

• Which dishes are gluten-free?
• Are they labelled clearly on the day?
• Is there any risk of cross-contact during preparation?
• Are sauces and dressings checked for gluten?
• Are gluten-free portions served separately from other dishes?

If a guest has coeliac disease or a serious allergy, confirm the caterer’s preparation process before booking, not on the day.

Budget planning for office catering

A good budget starts with the purpose of the event. A short internal meeting may need only simple food and drinks. A team lunch should feel filling and relaxed. A client meeting may need neater presentation. A company celebration may need staff, drinks and a stronger sense of occasion.

Before setting a number, decide:

• Is the event internal or client-facing?
• Is food the main part of the event, or a supporting detail?
• Will guests expect a full meal?
• Is alcohol involved?
• Are staff and setup needed?

This helps avoid under-budgeting for the parts guests will actually notice, and overspending on things that do not change the experience.

Questions to ask before booking

Before choosing any caterer, ask practical questions that match your event:

• What exactly is included in the quoted price?
• Is VAT included, and is delivery charged separately?
• Is there a minimum order?
• Are dietary options part of the package, or charged as extras?
• Are plates, napkins and cutlery provided?
• Can the menu be adjusted, and at what point?
• What happens if guest numbers change?
• How much notice do you need for changes?
• Who manages setup and clear-down?
• What happens if the delivery is delayed?

A good catering company should make the quote easy to understand. If you cannot tell what you are paying for, ask for a clearer breakdown.

Office catering checklist

Use this before confirming any order: 

• Guest count confirmed
• Event date, time and delivery window agreed
• Full address, floor number and access instructions shared
• Contact person confirmed for the day
• Room setup and serving table space checked
• Plates, cutlery and napkins accounted for
• Drinks arranged
• Dietary requirements collected and passed to the caterer
• Allergen labelling confirmed
• Budget agreed, including VAT and delivery
• Setup and clear-down responsibilities clear
• Final guest number deadline noted
• These details decide whether office catering feels calm or chaotic on the day.

When to use professional corporate catering

Professional catering is worth considering when the event has guests, expectations or moving parts that cannot be left to chance. That might include a client lunch, boardroom meeting, product launch, all-day workshop, team celebration or evening reception. In those moments, the food is part of the impression you leave.

For tailored office and corporate food, visit Le Bab’s corporate catering page. For broader event planning, see catering services, events and venue hire, or private dining.

FAQs

What affects catering package prices?

Guest numbers, menu style, delivery, staffing, equipment, VAT, setup, clear-down and dietary requirements all play a role. Venue access and event duration can also affect the final figure.

Are catering package prices usually per person?

Often, but not always. Some caterers use minimum spends, fixed packages or separate charges for delivery, staff and equipment. Always ask for a full breakdown rather than relying on a per-head headline.

Are affordable catering companies worth considering?

Yes, if the quote is transparent, the menu is practical and the service covers timing, delivery and dietary needs. Affordable and reliable are not mutually exclusive – a focused, well-executed menu often delivers better value than an overcomplicated one.

Is catering delivery enough for a business meeting?

It depends on the event. Delivery works well for small internal meetings and informal lunches. Client-facing or larger events usually benefit from staffed service, proper setup and clear-down.

How do I handle vegetarian and vegan guests at an office event?

Collect dietary requirements in advance and ensure vegetarian and vegan dishes are substantial, clearly labelled and placed on the main table – not separated out as an afterthought. Confirm with the caterer that vegan dishes are prepared separately if allergens are a concern.

What should I ask a caterer before booking?

Cover what is included in the price, whether VAT and delivery are separate, minimum order requirements, menu flexibility, guest number deadlines, dietary options, equipment provided and who manages setup and clear-down.

What is the most important thing to get right in office catering?

Logistics. The best menu in the world does not help if the food arrives late, the office has no space to set it up, or half the room cannot eat it. Nail the timing, the access details and the dietary planning first.