When hosting an event at a hotel, group meals— such as breakfast, lunch, and snack breaks— are arranged in advance through the property’s catering or banquet team. Hotels provide a banquet menu with pre-set meal packages or à la carte options to choose from.
Food and beverage orders are usually selected 2-3 months before an event and finalized 2-4 weeks before the event, depending on the hotel’s policies. Confirming meal selections ahead of time ensures timely service, accommodates dietary needs, and keeps your team energized and focused throughout the day.
Steps to Order Group Meals at a Hotel:
Share your headcount and schedule: Let the hotel know when and where you want meals served and for how many people.
Request the hotel's catering menu: Hotels typically provide a selection of pre-set options for breakfast, lunch, dinner and breaks. Ask your hotel contact to share the most up-to-date menu options during the planning process.
Select your meal style:
Buffet: Ideal for large groups, providing variety, and accommodating a variety of dietary needs
Boxed meals: Perfect for working sessions or quick grab-and-go options
Plated: More formal, best for smaller or VIP groups
Confirm dietary needs & restrictions: Communicate any food allergies or special dietary requests (e.g., vegetarian, gluten-free) to the hotel as early as possible, ideally during menu planning, and re-confirm them at least one week before the event. Be sure to request that all dietary accommodations are clearly labeled on buffet tables.
Review and sign a BEO (Banquet Event Order): This document outlines your final selections, headcount, timing, and costs.
Pro Tips:
Clarify timing with the hotel: Coordinate meal times to align with your agenda, ensuring there’s a natural break for food service. The hotel will handle setup and cleanup, but confirming timing helps avoid disruptions.
Keep energy up with snacks and beverages: Ordering coffee, tea, and light snacks throughout the day helps maintain focus and boosts morale.
Tailor meals to your group: If your team prefers lighter, healthier, or specific cuisine types, ask about customization, most hotels are happy to accommodate.
Confirm what counts toward your F&B minimum: Your contract will include a required food & beverage spend, known as an F&B minimum. Meals onsite typically apply toward this, but it’s important to confirm with the hotel so you can plan accordingly and ensure you meet your agreed-upon minimum.
Request sustainable service options: Many hotels offer eco-friendly alternatives like compostable packaging, reusable serve-ware, or refillable beverage stations.
Ordering meals through your hotel keeps things easy and ensures your team is well taken care of. Finalize your choices early, and don’t hesitate to ask the catering team for recommendations that suit your schedule and goals.