Meeting coffee should support the agenda rather than become an interruption. A small confidential board meeting may need discreet cups delivered before arrival, whereas a larger training session may need repeated service or a staffed refreshment point.
Choose the right catering format
Pre-meeting arrival. Agree when drinks should be ready relative to guest arrivals, room preparation and security sign-in.
Refreshments during breaks. Choose the break windows, where guests can queue and who replenishes supplies.
Day-long meeting hospitality. Plan morning, lunch and afternoon beverage points, with clearing and fresh supplies at agreed intervals.
Speciality coffee or barista service. If drinks must be made to order, include the available space, power and water as well as expected guest flow.
How to brief the service properly
Give the meeting schedule
Share start, finish and breaks, plus any moments when catering staff should not enter the room.
Agree the vessel and equipment
Check whether the venue provides cups, teaspoons, tables and waste bins or whether these need to form part of the quote.
Keep dietary information practical
State milk alternatives and any food companions such as pastries; detailed ingredients and allergen handling must be agreed for the final order.
Illustrative London catering brief
A two-hour client meeting for 18 people with a single ten-minute pause can be planned quite differently from a 70-person training day with three breaks. State the number, timing and service standard rather than just requesting 'coffee'.
Examples illustrate the information needed to quote; they are not fixed menus, confirmed availability, prices or past-client case studies.
What affects the full catering price?
Drinks volume, equipment, whether the service is attended, travel or set-up, and break frequency all affect a complete price. Ask for the service inclusions rather than comparing a cup price alone.
Common questions before booking
Do you also supply tea?
Include the proportion of tea, coffee and decaffeinated preferences in the brief so the refreshment mix can be specified.
Can we add light food?
Describe pastries, biscuits or healthier snacks in the enquiry; menu, availability and pricing are confirmed separately.
Get a catering quote matched to your brief
Send your London postcode, approximate number of guests, date or frequency, preferred serving time and any access or dietary requirements. We will review the requirements and respond with next steps; no package or price is confirmed until it is agreed in writing.
Request a tailored catering quote