Top 7 Corporate Catering Mistakes (and How to Avoid Them)

Organising catering for a meeting or event should feel simple: choose a menu, confirm a time, feed the room. But in reality, a few small mistakes can cause stress on the day—late food, missing dietary options, not enough plates, or awkward serving queues that eat into your agenda.

At Chef de la Maison, we’ve supported businesses across Peterborough with breakfasts, hot lunches, buffets and delegate days. Here are the 7 most common corporate catering mistakes we see—and the practical fixes that make your event run smoothly.

1) Booking too late (and losing your preferred time slot)

What goes wrong: You leave catering until the week before and discover the best suppliers are already booked—or delivery windows are limited.

How to avoid it:

• For small meetings: book at least 3–5 working days ahead

• For 50+ people or multi-day events: book 2–4 weeks ahead

• For peak dates (end of quarter, Christmas, busy conference seasons): book earlier

Pro tip: Even if numbers aren’t final, lock the date and time first—then adjust quantities later.

2) Vague delivery details (no clear access plan)

What goes wrong: The driver arrives but can’t find the room, parking is restricted, reception won’t accept food, or lifts/access aren’t available.

How to avoid it: Send one clear message including:

• Full address + postcode

• Building name, floor, room name/number

• Best entrance and parking instructions

• On-site contact name and mobile number

• Any security/visitor sign-in requirements

This alone prevents most “where is it?” delays.

3) Not planning for dietary requirements (or not labelling them)

What goes wrong: Vegetarian, vegan, gluten-free or allergy needs get missed—leading to unhappy guests and avoidable risk.

How to avoid it:

• Ask attendees in advance (even a quick form or email works)

• Provide counts (e.g., “3 vegetarian, 2 gluten-free”)

• Ensure food is clearly labelled on delivery

• If allergies are involved, notify your caterer early so they can plan safely

Pro tip: Don’t guess—“a couple of vegetarians” often becomes five on the day.

4) Ordering the wrong quantities (too much or not enough)

What goes wrong: People are still hungry—or you’ve overspent and wasted food.

How to avoid it: Base quantities on your meeting type:

• Short meeting (1–2 hours): lighter portions work well

• Half-day training: plan proper refreshments + lunch

• Full-day events: include breaks plus a substantial lunch option

If you’re unsure, ask your caterer to recommend quantities based on headcount and timing. A good supplier will guide you.

5) No serving plan (queues, delays, and cold food)

What goes wrong: Everyone lines up at once, lunch takes too long, and your schedule slips. Hot items cool down while waiting.

How to avoid it:

• Use two serving points for 40+ people

• Choose “grab-and-go” options for tight agendas

• For hot lunches, ask for timed delivery close to serving

• Ensure there’s enough table space for plates, cutlery, and signage

Pro tip: For large groups, a jacket potato bar or plated hot delivery can keep service moving.

6) Forgetting the basics: cutlery, napkins, water, and bins

What goes wrong: The food arrives, but you have no cutlery, no napkins, no water, and nowhere to dispose of packaging.

How to avoid it: Create a quick checklist:

• Plates / bowls

• Cutlery

• Napkins

• Water (still)

• Cups / stirrers / sugar / milk (if tea & coffee)

• Waste bags / access to bins

• Serving utensils (tongs, spoons)

Many catering services can include these—just make sure it’s confirmed.

7) Not building in a “buffer” for time changes

What goes wrong: The meeting runs late, people arrive early, or the agenda shifts—and catering timing no longer matches reality.

How to avoid it:

• Build a 10–15 minute buffer around delivery/serving times

• For conferences, schedule refreshments just before breaks

• If delivering hot food, agree a clear “serve time” with your caterer

If you have multiple breaks, a planned schedule keeps everything smooth.

A simple corporate catering checklist

Before you confirm your order, send your caterer:✅ Date + delivery time + serving time✅ Full address + room/location details✅ Headcount estimate + dietary counts✅ Menu choice + any add-ons (fruit, cakes, drinks)✅ Equipment needs (china, cutlery, napkins, water)✅ On-site contact name + mobile number

Need corporate catering that runs on time?

Chef de la Maison provides business breakfast delivery, meeting refreshments, hot lunches, buffets and event catering across Peterborough and surrounding areas—planned around your agenda and delivered professionally.

To get a quote, send:

• Date(s) + times

• Location/address

• Headcount estimate

• Dietary requirements

• Preferred menu style (or “chef’s choice”)

Optional FAQ

How far in advance should I book corporate catering?For best availability, 3–5 working days for small groups and 2–4 weeks for large or multi-day events.

Can we confirm numbers closer to the date?Usually yes—share estimates early, then confirm final numbers nearer the event.

Do you cater for dietary requirements?Yes—tell your caterer counts and requirements in advance so items can be prepared and labelled properly.