How to plan office catering in Ahmedabad: a one-week checklist
Office catering goes wrong in predictable ways: late headcounts, forgotten Jain meals, no lift access, a format that does not fit the break. This checklist works backwards from the event day so nothing is left to the last minute.
Key takeaways
- Start at least a week ahead.
- Collect headcount and dietary needs first.
- Pick the format to fit the time people have to eat.
- Confirm venue access and serving details three days before.
What should you do a week before the event?
A week before, fix the basics: date, time, expected headcount, venue and budget per person. Collect dietary needs, especially Jain and Swaminarayan counts, and any allergies. Then share one complete brief with your caterer or with KhanePe, which turns it into the best three vendor quotes.
- Date, time and duration of the break
- Expected headcount and how it may change
- Venue address, floor and access rules
- Jain, Swaminarayan, vegan and allergy counts
- Budget per person
Which format suits an office event?
Match the format to the time people have. A 30-minute working lunch suits packed meal boxes or a compact buffet. A longer celebration suits a full buffet with a live counter. Tea breaks suit snack boxes. People eating at desks need boxes; people gathering in a cafeteria can use a buffet.
| Occasion | Best format |
|---|---|
| Working lunch or training | Packed meal boxes or a compact buffet |
| Client meeting | Premium boxes or a small served buffet |
| Tea break | Snack or high-tea boxes |
| Team celebration | Buffet with a live counter |
| Every working day | Daily meal plan with a rotating thali |
How do you compare catering quotes?
Compare quotes on the same structure: menu item by item, portion size, what is included (staff, crockery, delivery, set-up), the vendor’s food safety certifications and the total price. A cheaper quote that excludes serving staff or delivery can end up costing more. Three comparable quotes make the trade-offs clear.
What should you confirm three days before?
Three days before, confirm the final headcount, the delivery time, the exact serving point, lift and security access, and the mode of serving. Reconfirm special meals and labels. With KhanePe this happens on a reconfirmation call, followed by the second payment once everything is mapped.
What happens on the event day?
On the day, keep one person on your side responsible for receiving the delivery and checking counts and special meals. After the event, share honest feedback with the caterer. With KhanePe, feedback is collected on the day and the invoice is handed over, which closes the order cleanly.
Ready to plan? Start your brief on the Inquire page.
Frequently asked questions
How far in advance should I book office catering?
At least one week ahead. That gives time to collect headcount and dietary needs, brief caterers, compare quotes and confirm. For festival weeks such as Diwali, when many offices celebrate on the same days, book two to four weeks ahead to get the vendor you want.
How do I estimate headcount for office catering?
Start from the invite list and adjust for typical attendance: some people work remotely, travel or skip optional events. Collect RSVPs where possible and confirm the final number three days before. Ask the caterer how much flexibility they allow on headcount after confirmation.
Should office lunches be packed or a buffet?
It depends on time and space. Packed boxes suit short breaks, desks and scattered teams, and every guest gets an equal portion. Buffets suit longer breaks and celebrations where people gather in one place. Many offices use boxes for working lunches and buffets for celebrations.
What should an office catering quote include?
A good quote lists the menu item by item, portion sizes, serving format, staff, crockery or disposables, delivery and set-up, the vendor’s certifications and the total price with taxes. If anything is missing, ask before you confirm, so there are no surprises on the event day.
How do I handle Jain meals at an office event?
Collect the number of Jain guests in advance, brief the caterer at the start, and ask for Jain food to be cooked separately and labelled. For buffets, a separate Jain counter works best; for boxes, labelled Jain boxes. A Jain counter usually suits Swaminarayan guests too.
One brief. Three vetted quotes. Book at least a week ahead.
Tell us the date, guests and food you want. KhanePe calls you, briefs vendors and sends the best three quotes to compare.