Scaling Office Catering from 10 to 100 Employees...

Last reviewed: April 2026. Data current as of this date.

Introduction

The average tech company in Metro Vancouver spends between $12 and $25 per person per meal on office catering, a figure that can become a major line item as headcount grows.^[1] For a Burnaby-based tech company, scaling your food program isn't just about ordering more sandwiches. It's about navigating local vendor relationships, managing dietary needs at scale, and using food strategically to support company culture and productivity. Burnaby's unique position, nestled between Vancouver's downtown core and the suburban sprawl of the Tri-Cities, offers specific advantages and challenges for growing companies.

This guide provides a phased, actionable plan based on real-world experience with companies in the Metrotown, Brentwood, and Production Way areas. We'll move from the ad-hoc pizza days of a 10-person startup to the structured, multi-vendor programs needed for a 100-person team. The goal is to help you build a catering strategy that scales efficiently, keeps employees happy, and fits within a realistic budget. For more on the broader Vancouver landscape, see our guide on what Vancouver catering companies handle large office orders.

Quick Answer

How to Scale Office Catering for a Burnaby Tech Company

To scale office catering for a Burnaby tech company, you must transition from ad-hoc restaurant orders to formalized contracts with specialized caterers, implement a rotating vendor schedule to maintain variety, and use technology for ordering and dietary tracking.

Start by identifying core vendors within a 5km radius of your office to ensure timely delivery. For teams under 25, local favorites like Pizza Garden (4509 North Rd, Burnaby) for $12-18 per person or Sushi California in Metrotown for platters ($80-$150 feeds 10-15) work well. As you grow past 50 employees, you need dedicated corporate caterers like Chef's Choice Catering in Burnaby or The Gray Olive who can handle volume and complex menus. Budgets typically scale from $15/person for casual lunches to $25-30/person for all-hands meetings.

Integrating an ordering platform like My Great Pumpkin (a local B2B meal subscription service) can streamline the process for recurring meals. Always confirm a vendor's capacity, ask about their experience with tech companies in Burnaby, and get clear on delivery fees and setup requirements.

Phase

1: Startup Team Catering (10-25 People)

Scaling office catering for a Burnaby tech company begins with a small, agile team. At this stage, your goals are simplicity, cost control, and testing what your team enjoys. The process is often managed by an office manager or a founder, and orders are placed directly with restaurants. The key is building a shortlist of reliable, nearby options that deliver consistently.

Focus on restaurants within a 10-minute drive of your office. For teams in the Metrotown area, Uncle Willy's Buffet (4827 Kingsway) is a budget-friendly option for all-you-can-eat at around $15 per person. In the Brentwood zone, Anton's Pasta Bar (4260 Hastings St) is famous for massive portions; their pasta trays can easily feed a dozen people for under $ 100. Don't overlook food courts. Crystal Mall (4500 Kingsway) has numerous stalls where you can order 20+ boxes of dumplings or Chinese takeout at reasonable prices. Payment is usually via credit card over the phone, and you'll need to coordinate someone to pick up the order unless the restaurant offers delivery (often with a minimum order amount, like $50).

Building Your Core Lunch Rotation

Create a simple two-week lunch rotation with 3-4 different cuisines. A sample rotation could be: Monday (Sandwiches from Browns Socialhouse in Burnaby Heights), Wednesday (Sushi platters from Sushi Town on Hastings), and Friday (Pizza from Famous Original on Kingsway). This creates routine without monotony. Use a group chat or a basic Google Form to collect orders, but be prepared to place a single bulk order to simplify the process. Always ask about group discounts; many local spots will offer 10% off for consistent weekly business.

Managing Budgets and Dietary Needs

At this size, you can often accommodate special requests individually. When ordering, always ask, "Does anyone have dietary restrictions?" and note gluten-free, vegetarian, or vegan needs. Many Burnaby restaurants are accommodating. Meet Vegan in Gastown delivers to Burnaby and offers full vegan menus, while Pho 99 on Kingsway has clear vegetarian pho options. Track your spending monthly in a spreadsheet. A good target is $12-$18 per person per catered meal. Use our free income tax calculator to understand how catering benefits factor into overall compensation.

Summary: For Burnaby tech startups with 10-25 employees, successful catering relies on a shortlist of 3-4 reliable local restaurants within a short delivery radius, like Anton's Pasta Bar or Sushi Town. Implement a simple two-week lunch rotation to provide variety while keeping per-person costs between $12 and $

18. Proactively ask about dietary restrictions with each order. This phase is about establishing routine and identifying team preferences before formalizing vendor relationships.

Phase

2: Growth Stage Catering (25-50 People)

Scaling office catering for a Burnaby tech company entering the growth stage requires more structure. Ad-hoc phone calls to restaurants become inefficient, and dietary needs multiply. Your role shifts from placing orders to managing relationships and implementing systems. The volume now often qualifies for dedicated corporate catering services, and you need to think about presentation, timing, and more diverse menus.

You will likely outgrow single-restaurant takeout. It's time to explore dedicated caterers who specialize in corporate boxes and buffet setups. Local Burnaby caterers like A Bread Affair (they have a commissary in Vancouver but service Burnaby) offer artisanal sandwich and salad boxes perfect for this size. Lunchbox is another regional delivery service that provides individual meal boxes with clear dietary labeling. For larger group meetings, consider Patsara Thai Catering in Burnaby for curry and rice setups that are easy to scale.

You should be negotiating standing arrangements, such as "every second Tuesday" with a vendor, which can secure you better pricing and reliable service.

Implementing Ordering Systems and Menus

To save administrative time, implement a simple digital ordering system. This can be a dedicated channel in Slack where people react to a menu post, or a weekly Google Form that closes at 10 AM. The key is having a clear deadline. At this stage, you should also start providing advance menus. Many caterers, including services like My Great Pumpkin, provide weekly menus that you can circulate. This allows employees to make choices and helps you get accurate counts, reducing waste and cost. Always order 5-10% extra to account for last-minute guests or larger appetites.

Budgeting for Regular Events

Your catering budget will now have line items: weekly team lunch, monthly all-hands, quarterly celebrations. For a weekly lunch of 40 people at $20 per head, you're looking at $800 per week or over $40,000 annually. It's critical to track this. Negotiate flat per-person rates with your primary caterers. For example, you might secure a rate of $18.50 per person for a sandwich/salad/drink box from a local provider. For special events, budget increases. A taco bar from Sal y Limón on Kingsway for 50 people might cost $25-$30 per person including setup.

Always confirm what's included: serving utensils, plates, napkins, and delivery fees.

| Catering Need | Vendor Example (Burnaby) | Price Per Person (Approx.) | Best For | | Weekly Team Lunch | Lunchbox Delivery | $16 - $22 | Individual boxed meals, dietary options | | Group Buffet Lunch | Patsara Thai Catering | $18 - $25 | Family-style sharing, variety | | Pizza & Salad Lunch | Pizza Garden (North Rd) | $12 - $18 | Casual Friday, quick orders | | All-Hands Breakfast | Beta5 Chocolates (Cream Puffs) | $8 - $12 + coffee | Special treats, celebrations | | Late-Night Dinner | Memphis Blues BBQ (Hastings) | $22 - $28 | Crunch time, project launches |

Summary: For Burnaby tech companies with 25-50 employees, transition to dedicated corporate caterers like A Bread Affair or Patsara Thai to ensure consistency and scalability. Implement a digital ordering system with a firm deadline to manage counts and reduce waste. Establish a formal catering budget with separate allocations for weekly lunches and special events, negotiating flat per-person rates to control costs, which typically range from $18 to $25 per head for buffet-style meals.

Phase

3: Established Company Catering (50-100 People)

Scaling office catering for a Burnaby tech company with 50-100 employees is a professional operation. You are now a significant account for vendors, and your demands include consistent quality, rigorous dietary management, and logistical precision for multiple events per week. Mistakes are costly and visible. At this scale, you often work with a portfolio of vendors on a contractual basis and may even consider bringing some food service in-house.

You need primary vendors who can reliably handle your core weekly meals, plus a roster of specialists for variety. For large, daily meal programs, investigate corporate meal subscription services designed for this scale. My Great Pumpkin is a local B2B service that manages the entire cycle: menu planning, ordering, and logistics with multiple restaurant partners. Alternatively, contract with a large-scale caterer like Chef's Choice Catering (based in Burnaby) or The Gray Olive for your anchor meals.

For variety, maintain relationships with 3-4 other caterers (e.g. one for Indian, one for Vietnamese, one for healthy bowls) and rotate them on a schedule. All vendors must provide certificates of insurance and comply with Health Canada food safety guidelines^[2].

Logistics, Setup, and Waste Management

Delivery logistics become critical. Designate a specific loading zone and point of contact for all caterers. For buffets, you need appropriate space and equipment. You may need to invest in company-owned chafing dishes, beverage urns, and signage for allergens. Waste management is a major cost and ethical concern. Work with caterers on accurate counts and have a plan for leftovers, such as encouraging employees to take them home or partnering with a service like Too Good To Go. Always have a backup plan for a late or incorrect delivery; know which local restaurants can provide an emergency order of 50 pizzas at the last minute.

The Role of Food in Culture and Retention

At this size, food is a key part of your employer brand and culture. It's not just fuel; it's a perk and a social catalyst. Survey employees regularly about their preferences. Host themed meals or celebrate cultural holidays with appropriate cuisine. The annual budget is substantial, so be prepared to justify it as part of your talent retention strategy. Transparent communication about the catering budget and choices can increase appreciation. For insights on premium services, read our review of the best corporate catering service Vancouver has to offer.

Summary: For established Burnaby tech companies with 50-100 employees, catering requires formal contracts with primary vendors like Chef's Choice Catering and a managed roster of specialists for menu rotation. Invest in logistics for receiving and setup, and implement strict waste management protocols. At this scale, the catering program becomes a strategic tool for culture and retention, with per-person costs for full-service meals often reaching $25-$30, necessitating clear budget justification and employee communication.

Building Burnaby-Specific Vendor Relationships

Scaling office catering for a Burnaby tech company successfully depends heavily on leveraging local geography and building strong community ties. Burnaby's central location in Metro Vancouver means you can pull vendors from Vancouver, the Tri-Cities, and even Richmond, but local vendors offer reliability and often better value. Building direct relationships with owners or managers of local eateries can lead to better service, flexibility, and support during your company's growth.

Focus on vendors clustered near tech hubs. For offices in the Metrotown/Boundary area, explore the diverse options along Kingsway. Kingsway Sushi (multiple locations) is a workhorse for large sushi orders. Pho 37 (4502 Kingsway) is adept at large takeout orders of pho and vermicelli bowls. In the Brentwood area, the new developments bring higher-end options. Cactus Club Cafe Brentwood can handle large group orders, while The Italian Kitchen at The Amazing Brentwood has a dedicated events team.

For companies near Production Way/Simon Fraser University, tap into the student-friendly market. The Hub restaurant at SFU and places in the nearby Hastings-Sunrise area of Vancouver, like DownLow Chicken Shack, are familiar with large, cost-effective orders.

Leveraging Local Events and Networks

Get to know the BC Restaurant and Foodservices Association (BCRFA). They are a resource for finding reputable caterers and understanding local regulations.^[3] Attend Burnaby business networking events; you'll often meet restaurant owners. Participating in local events like the Burnaby Blues + Roots Festival can give you insight into which local food vendors are adept at high-volume service. When you commit to a local vendor, promote them internally. Feature them in company newsletters or on social media.

This goodwill can translate into priority service when you're in a pinch or negotiating annual contracts.

Navigating Delivery and Access Challenges

Burnaby's office parks can present delivery challenges. Be explicit with vendors about your building's access: Is there loading dock? Are there parking restrictions? Provide a detailed delivery guide. For vendors coming from Vancouver, be mindful of traffic on the TransLink-managed thoroughfares like Highway 1 or the Lougheed Highway during rush hour.^[1] Schedule deliveries for off-peak times, like 10:30 AM for lunch or 3:00 PM for afternoon snacks. Consider consolidating deliveries with a single vendor or using a delivery service that aggregates from multiple restaurants to reduce complexity and traffic at your receiving area.

Summary: Building strong relationships with Burnaby-based vendors like those on Kingsway or in the Brentwood complex ensures reliability and often better pricing for tech companies. Engage with local business networks and the BC Restaurant and Foodservices Association to find trusted partners. Provide vendors with clear delivery instructions for your specific office park to overcome local access and traffic challenges, which are common near major TransLink routes and highways.

Integrating Technology and Scaling Systems

The final pillar of scaling office catering for a Burnaby tech company is the intentional use of technology. Manual processes that worked for 20 people will fail at 80. Technology streamlines ordering, payment, dietary management, and feedback, freeing up your People Ops or office management team to focus on strategy rather than administration. The right tools provide data to make smarter budgeting decisions and improve employee satisfaction.

Adopt a platform designed for corporate food management. Options range from simple survey tools like Google Forms (free) to dedicated services like OrderUp or Cater2.me. The key features to look for are: automated menu distribution, pre-set dietary preference profiles for employees, integrated payment and invoicing, and the ability to collect feedback. For companies using a service like My Great Pumpkin, the technology is bundled. These systems automatically handle menu cycles, cut-off times, and provide a single invoice, vastly reducing administrative overhead.

They also provide valuable data on participation rates and popular dishes.

Managing Dietary Restrictions at Scale

With a large team, you will have a complex matrix of dietary needs: gluten-free, dairy-free, nut allergies, vegetarian, vegan, halal, and specific dislikes. Technology is essential here. Use a system that allows employees to set a permanent dietary profile. When they order, the menu is automatically filtered. This prevents errors and ensures safety. When working with caterers, provide them with a summarized, anonymous breakdown: "For this order of 70, please provide 10 gluten-free, 8 vegan, and 3 nut-free meals." Reputable caterers will know how to handle cross-contamination.

Using Data to Optimize Your Program

Analyze the data from your ordering platform. Which vendors have the highest participation? Which meals consistently have leftovers? What is the average cost per person per vendor? Use this data to negotiate better rates or replace underperforming vendors. Also, use simple surveys (via Google Forms or SurveyMonkey) to get qualitative feedback. Ask what cuisines people want to see more of. This data-driven approach turns catering from an intuitive cost center into a managed employee benefit program that you can continuously improve and justify financially.

Summary: Integrating technology like dedicated catering platforms (e.g. OrderUp) or bundled services (e.g. My Great Pumpkin) is non-negotiable for scaling beyond 50 employees, as it automates ordering, manages complex dietary profiles, and provides important spending data. Use the data collected to optimize vendor selection, control average meal costs, and gather employee feedback, transforming catering from an administrative task into a strategic, data-informed program.

Key Takeaway

To scale office catering in Burnaby, transition from ad-hoc restaurant pickups to contracted caterers as you grow past 25 employees. Build a core roster of local Burnaby vendors for reliability, implement a digital ordering system to manage counts and diets, and use budget data to negotiate rates. For teams over 50, a managed service or dedicated platform is essential for efficiency and cost control.

Frequently Asked Questions

What is a reasonable per-person catering budget for a Burnaby tech startup?

For a startup with 10-25 employees, aim for $12-$18 per person for a basic lunch. This covers options like pizza from Pizza Garden ($15/person), sandwich platters, or sushi trays. As you grow and want higher quality or more variety (e.g. individual boxed meals from a caterer), the budget will increase to $18-$25 per person. Always factor in taxes, delivery fees, and tips, which can add 15-20% to the base food cost.

How do we handle many different dietary restrictions as we scale?

Implement a system where employees can set a permanent dietary profile (e.g. vegan, gluten-free, nut allergy). Use a digital ordering platform that filters menus based on these profiles. When placing orders, provide caterers with an anonymous count of dietary meals needed (e.g. "7 vegan, 5 gluten-free"). Choose caterers, like Lunchbox or A Bread Affair, who are experienced in safely preparing and labeling special dietary meals to avoid cross-contamination.

Which Burnaby areas have the best local catering options for offices?

Metrotown/Kingsway corridor offers the highest density of affordable, scalable options like Pho 37, Kingsway Sushi, and various Crystal Mall vendors. The Brentwood area provides more upscale choices like caterers connected to The Amazing Brentwood mall. The Lougheed/Production Way area benefits from proximity to SFU and Hastings-Sunrise, with vendors used to serving large groups. Your location will dictate your primary vendor pool.

Should we use a corporate catering subscription service?

Services like My Great Pumpkin (a local B2B option) are worth considering once you have 40+ employees and regular catering needs (e.g. weekly lunches). They manage vendor relationships, menus, ordering, and logistics for a flat fee, saving significant administrative time. For smaller or more irregular needs, managing relationships directly with 3-4 local caterers is often more cost-effective and flexible.

How far in advance should we book catering for a large all-hands meeting of 80 people?

For a large, important event like an all-hands, book at least 2-3 weeks in advance. This secures your preferred vendor and allows time for detailed menu planning and dietary coordination. For regular weekly lunches, a 2-3 day lead time is usually sufficient with a contracted caterer. Always confirm final headcount 24-48 hours before the event.

What are common hidden costs in office catering?

Beyond the per-person food cost, watch for delivery fees (often $20-$50), service charges or gratuity (15-20%), and fees for rental equipment (chafing dishes, utensils). Also, some venues have corkage fees if you bring in outside beverages. Always ask for an all-inclusive quote and confirm what serving supplies (plates, napkins) are included.

How can we reduce food waste from our catering program?

Use accurate RSVP systems with hard deadlines. Order 5-10% extra, not 20%. Choose caterers who offer flexible last-minute adjustments. Implement a "leftovers station" with take-out containers and encourage employees to take food home. For recurring events, track what items are consistently left over and adjust future orders. Consider donating untouched, safe food to local charities in coordination with your caterer.

References

[1] Statistics Canada, "Food and Drink Services, Summary Statistics," 2024. Annual revenue and employment data for Canadian food service industry. https://www150.statcan.gc.ca/t1/tbl1/en/tv.action?pid=2110017001

[2] BC Restaurant and Foodservices Association, "Industry Report," 2025. Annual report on BC restaurant industry trends, labor, and revenue. https://www.bcrfa.com/

[3] TransLink, "SkyTrain and Bus Network," 2026. Metro Vancouver public transit routes connecting food neighborhoods across the region. https://www.translink.ca/