Note: This article focuses on when and how to schedule meals for your agenda. For details on ordering meals through your hotel—buffet, plated, boxed, or dietary accommodations—see our guide to ordering group meals at your hotel.
Meals are more than just breaks—they’re opportunities to recharge, connect, and reflect. Thoughtful timing and variety ensure your event runs smoothly and keeps attendees energized throughout the day.
Whether you’re hosting a half-day strategy session or a multi-day offsite, scheduling meals with purpose makes a big impact on the overall experience.
Tips for Planning Event Meals
Match meals to your agenda flow
Breakfast: Ideal before a full day of sessions—light buffet or grab-and-go.
Lunch: 45–60 minutes; easy-to-serve options like buffets or boxed meals.
Dinner: Social or celebratory—great for connection, often offsite.
Don’t skip breaks: Mid-morning and mid-afternoon snacks or coffee keep energy up and foster informal networking.
Plan around content-heavy sessions: Heavier meals before deep work, lighter options before active sessions or workshops.
Accommodate dietary needs: Ask RSVPs in advance and ensure labeling (e.g., vegetarian, gluten-free).
Vary the menu: Mix cuisines, flavors, and formats across days to avoid fatigue.
Tips & Tricks
Start strong with breakfast: Include protein options to avoid mid-morning crashes.
Schedule meals with buffer time: Add ~15 minutes to account for delays and keep your agenda on track.
Consider indoor/outdoor flexibility: Outdoor meals refresh the group and break up the day.
Use meals as connection time: Think seating arrangements, icebreakers, or themed dinners for team bonding.
Work with the venue early: Share your meal plan during contracting to negotiate F&B minimums and streamline logistics.
A well-planned meal schedule supports productivity, connection, and overall attendee satisfaction. Keep things flexible, inclusive, and intentional—and your team will feel energized and engaged all day.