Meeting Food & Snack Quantity Planner

The 10% Rule

Always order 10% more food than your headcount. No-shows are offset by extra portions keeping the spread looking full. Leftover food can be placed in the break room for other employees — reducing waste and building goodwill.

Match Food to Meeting Energy

Morning brainstorms need energizing food (fruit, protein, coffee). Afternoon strategy sessions benefit from lighter snacks to avoid energy crashes. Client-facing meetings warrant a premium presentation with plated options rather than casual buffet style.

Budget Allocation

For full-day events, allocate your food budget as: 20% morning, 45% lunch, 20% afternoon snacks, 15% beverages. This ensures quality where it matters most (lunch) while maintaining energy throughout the day.

Example: 25-Person Full-Day Strategy Offsite in Downtown Vancouver

A tech company hosts a 25-person all-day strategy offsite (9 AM-5 PM) at a Coal Harbour coworking space. Three food breaks:

• Morning (9 AM): pastries, fruit, coffee/tea — 28 portions (10% buffer) × $7 = $196
• Lunch (12:30 PM): hot buffet (3 mains, rice, salad) — 28 portions × $26 = $728
• Afternoon (3 PM): granola bars, cheese board, cold drinks — 28 × $6 = $168
• Dietary accommodations: 4 vegetarian + 2 gluten-free + 1 vegan = 7 clearly labeled portions (no upcharge if ordered ahead)
• Subtotal: $1,092
• Plus 5% GST: $54.60
• Plus 12% delivery/service: $131
• Total all-in: ~$1,278 CAD (~$51/person)

CRA deduction: 50% deductible as meal expenses = ~$639 in deductions → ~$166 corporate tax savings at 26% rate. Net effective cost: ~$1,112 CAD. Compared to 25 people each grabbing individual downtown lunches at $20 + lost meeting time ($500+ at loaded salary), catering pays back in productivity alone.