Decide whether lunch is a break or part of the meeting
If everyone stops together, the plan needs a clear eating window and a route from seats to food. If discussion continues over lunch, think about room space, how food is collected and whether the chosen dishes are practical at the tables available. There is no single menu that resolves both arrangements automatically.
Share the agenda and the number eating this serving. Include organisers or speakers who need lunch, and say whether anyone arrives after the main group. The guest-count guide helps separate those groups without turning attendance into an assumed food allowance.
| Meeting choice | Detail to discuss |
|---|---|
| Separate lunch break | Time available for collecting food and eating |
| Working lunch at meeting tables | Food format, eating space and any plates or cutlery |
| Guests joining remotely or leaving early | The people actually needing food in the room |
| External guests | Reception, directions and who hosts the lunch |
Use an example menu as a starting point
The Working Lunch suggested menu combines tomato and goats’ cheese open sandwiches, Lincolnshire sausage rolls, falafel with tzatziki and homemade cupcakes. It is a conversation starter, not a fixed package or portion promise. Review the dishes, meal role, quantity and serving arrangements in your own proposal.
Vegetarian preferences and expressly agreed intolerances need clear counts. We cannot cater for food allergies. A vegetarian or vegan description does not establish allergy suitability; discuss requirements before committing to the menu.
Give the host a manageable job
- Agree whether the food will be delivered with a handover or set up.
- Prepare the food area without displacing equipment the meeting still needs.
- Make drinks and waste arrangements clear.
- Tell participants when lunch is available and who to ask about the agreed food information.
- Keep the room handback plan separate from the meeting finish.