Ordering office catering should be the fun part of planning a meeting or event, a chance to reward your team and make the day feel special. But if you’ve ever dealt with cold food, wrong orders, or not enough servings, you know how quickly things can go wrong.
Even with the best intentions, many companies make simple yet costly mistakes when arranging catering for their office. The good news? Every one of these issues can be avoided with a bit of planning, communication, and the right catering partner.
Here are the top 10 office catering mistakes businesses make and exactly how to avoid them.
1. Failing to Plan Early Enough
One of the biggest catering mishaps comes from poor timing. Many offices place orders last minute, only to find limited menu options or fully booked caterers.
How to avoid it:
Book your catering service at least one to two weeks in advance (longer for large events). This gives your provider enough time to prepare, adjust menus, and accommodate any special requests. Planning ahead also helps you secure preferred time slots and better pricing.
2. Not Considering Dietary Restrictions
Food is meant to bring people together, not make someone feel left out. Ignoring dietary needs, like vegetarian, vegan, gluten-free, or allergy-friendly options is one of the fastest ways to frustrate your team.
How to avoid it:
Send out a quick dietary survey before placing your order. Share this information clearly with your caterer so they can label dishes and prepare alternatives. A thoughtful menu ensures everyone feels included and satisfied.
3. Ordering the Wrong Quantity
Too little food creates chaos, while too much leads to unnecessary waste. Many companies struggle to estimate the right serving sizes, especially for larger teams.
How to avoid it:
Ask your caterer for guidance, experienced office catering professionals can recommend accurate portion sizes based on your headcount and event type. Always confirm the final number of attendees 24 hours before delivery.
4. Prioritising Price Over Quality
It’s tempting to go with the cheapest catering quote, but low-cost often equals low-quality. Skimping on catering can result in small portions, bland meals, or unreliable service.
How to avoid it:
Focus on value, not just cost. Review menu quality, reliability, and customer feedback before deciding. A slightly higher investment can make a huge difference in your team’s overall experience and satisfaction.
5. Forgetting About Presentation and Setup
Even great-tasting food loses appeal when it’s poorly presented. Some companies overlook the presentation, assuming it’s “just lunch”, but visual appeal impacts how employees perceive the effort behind the event.
How to avoid it:
Choose a catering service that offers professional setup and presentation. Ask whether they provide chafing dishes, utensils, and table décor. A well-organised setup creates a polished, welcoming atmosphere.
6. Overcomplicating the Menu
Variety is important, but offering too many options can cause confusion and delays. A complicated menu makes it harder to serve quickly and increases the risk of mix-ups.
How to avoid it:
Keep it simple. Choose a balanced menu with a mix of proteins, sides, and vegetarian options. For large groups, buffet-style or individually packaged meals often work best for efficiency.
7. Forgetting to Communicate Event Details Clearly
Sometimes, catering issues aren’t about the food at all, they’re about poor communication. If the caterer doesn’t know the delivery time, building access, or exact event location, problems are almost guaranteed.
How to avoid it:
Provide your caterer with every relevant detail, including:
- Event start and end time
- Delivery address and parking instructions
- Number of attendees
- Setup requirements
- Point of contact on the day
Clear communication prevents confusion and ensures everything runs smoothly.
8. Not Scheduling Enough Time for Setup
Rushed setups lead to stress, spills, and a less-than-perfect presentation. Caterers need enough time to unload, arrange, and prepare food safely before guests arrive.
How to avoid it:
Plan for at least 30–45 minutes of setup time before the event begins. Coordinate with your building management if access or elevators are limited. The smoother the setup, the better the event will feel.
9. Forgetting Drinks, Utensils, and Extras
You’d be surprised how often companies forget essentials like drinks, napkins, or serving utensils. These small details can cause big headaches once everyone’s seated and ready to eat.
How to avoid it:
Double-check your catering package before confirming the order. Ask your provider if beverages, cutlery, plates, and condiments are included. Create a quick checklist so nothing slips through the cracks.
10. Ignoring Feedback After the Event
Catering isn’t a one-time transaction, it’s an ongoing relationship. Many companies fail to collect feedback, missing a chance to improve future events or build a long-term partnership with a reliable caterer.
How to avoid it:
After the meal, ask your team for quick feedback:
- Was the food tasty and fresh?
- Were there enough options?
- Was delivery on time?
Share this feedback with your catering provider. Constructive insights help them serve you better next time and ensure continuous improvement.
Bonus Tip: Choosing the Right Catering Partner
Even the best planning can fall short without a dependable catering partner. A trustworthy office catering company does more than cook, they anticipate needs, manage logistics, and deliver consistently.
Look for caterers who:
- Have experience with corporate clients
- Offer menu flexibility and customisation
- Use fresh, high-quality ingredients
- Provide clear communication and timely delivery
- Have strong client testimonials and reviews
A reputable provider becomes an extension of your workplace culture, helping you celebrate wins, host meetings, and keep your team fuelled with ease.
Final Thoughts
Ordering office catering doesn’t have to be stressful. Most of the common problems companies face, from portion mishaps to poor presentation, come down to lack of planning or communication.
By avoiding these 10 mistakes and partnering with an experienced, professional catering service, you can turn every corporate meal into a positive experience that reflects your company’s values.
Remember: great food does more than fill plates, it fills conversations, builds relationships, and makes your workplace a little more connected.