Corporate catering: what businesses expect from a caterer
A business client books differently from a couple planning a wedding. They are not looking for a one-off celebration, but monthly working lunches, team events and meetings that simply need to run on time. What companies look for in a caterer is not necessarily the most impressive presentation or the most creative menu. They want someone reliable, who invoices clearly and creates no extra work. Here is how to position your offer.
What a business client actually wants
Companies that outsource catering think in processes. They want to know: what does it cost, when does it arrive, and what do we need to arrange ourselves? If those three questions are answered quickly and clearly, you are likely to get the booking. And if it goes well, to get the next one too.
What business clients care about:
- Punctuality. A working lunch that arrives five minutes late is already a problem. Business clients plan tightly. So should you.
- Predictability. They do not want to renegotiate price or content every time. A fixed quote or framework agreement works better than custom pricing for every order.
- Straightforward invoicing. Many companies use purchase orders (PO numbers) and have required invoice formats. If you can work with those, you save their accounts department effort. And then you get rebooked more easily.
- One point of contact. Businesses dislike re-explaining who they are and what they need every single time. A dedicated contact on your side makes a real difference to the relationship.
The quote for a business client
A quote for a company looks a little different from one for a private party. A few things that make the difference:
- Net prices with VAT shown separately. Business clients reclaim VAT and want it clearly broken out. A single total price including VAT works for consumers, not for companies.
- Reference to their purchase order number. If they send you a PO number, put it on every invoice. Without that reference code, an invoice often gets sent back.
- Clear payment terms. Companies rarely pay on the day. Fourteen or thirty days is normal. State this explicitly in the quote so you do not have to chase later.
- A cancellation policy. Meetings get cancelled, budgets get frozen. Specify what happens on cancellation and from when you charge costs.
Repeat bookings and framework agreements
The best thing about a regular business client is that after the first job the sales effort largely disappears. Do it well and they simply message you for the next one. That does require a way of working that makes repetition easy.
A framework agreement sets out the basic terms: what you deliver, at what rate, how far in advance they order, and what the standard cancellation conditions are. You no longer need to quote for every single job. The client sends a booking confirmation, you deliver, and you invoice according to the agreed terms.
This also works well for you: better planning, fewer surprises, and you can sort out purchasing in advance. Propose this kind of arrangement after two or three successful jobs. Most clients appreciate you taking the initiative.
What is different from a private event
Corporate catering has a different dynamic from weddings or birthday parties. A few practical differences:
- Less emotion, more logistics. There is no nervous host or a bride still adjusting the flowers. The contact person just wants to know whether everything will be ready on time.
- Shorter lead times. A company lunch for next Tuesday is normal. Make sure you can respond quickly to short-notice requests, even when it is inconvenient.
- Allergens are not a footnote. Companies have employees with varied dietary needs. Take this seriously and always ask. A summary of allergens for each dish prevents problems.
- Clear handover on clearing up. Nobody at an office wants to clean up afterwards. Specify clearly what you take away and what the client handles, so there is no dispute at the end.
How to present yourself as a corporate caterer
Companies outsourcing catering for the first time are looking for reassurance. References from other businesses carry more weight than beautiful photos of parties. If you have a few business clients, ask whether you may mention them. A short recommendation on your website or in a quote does more than a page of product descriptions.
Other things that reassure business clients: your company registration and VAT number on every quote, evidence that you meet the food hygiene code, and a clear website showing what you offer and how to order. The less they have to search, the better your chances of landing the first job.
Frequently asked questions
What is the difference between corporate catering and regular event catering?
Corporate catering is for business clients: offices, organisations, companies. They book more frequently, expect more structure in quotes and invoicing, and value reliability over surprise. With private event catering the experience carries more weight than the admin.
Should I charge lower prices for repeat business clients?
Not necessarily. What businesses want is predictability, not always the lowest price. A fixed price per person or per package works well. You can offer a modest volume discount for larger or regular orders, but never discount so heavily that your margin disappears.
How do I handle last-minute requests from business clients?
Business clients sometimes call two days in advance. Decide in advance what minimum lead time you accept. Put this in your quote and repeat it at the first booking. Clear expectations about what is and is not possible prevent disappointment later.
What do I put on the invoice when a company gives me a purchase order number?
Always put the PO number on the invoice, clearly visible near the top or in the reference field. Many companies cannot process an invoice without their purchase order number in their system. Ask for the PO number before you deliver, not afterwards.
How do I build a long-term relationship with a business client?
Deliver the first job without errors and follow up with a brief email. Ask whether everything met expectations and mention that you would be happy to set up a standing arrangement if they need catering regularly. Propose a framework agreement after two or three jobs. Satisfied companies stick with a caterer who makes it easy.
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