Corporate Catering: a Guide
In any corporate event, the catering is the part everyone remembers: it turns a work meeting into a pleasant experience and leaves a lasting impression on clients, employees or guests. But it's also the part that's easiest to systematise if you choose the right format.
For an office manager, HR or marketing lead, organising corporate catering in Spain doesn't have to be a headache. With a bit of planning, a clear budget and the right supplier, you can put together an impeccable service without neglecting the rest of your tasks. In this guide, we'll walk you through it step by step.
Common formats (and their per-person price)
| Format | Per-person price |
|---|---|
| Coffee break or working breakfast | €8–€20 |
| Cocktail reception or afterwork | €25–€50 |
| Buffet | €30–€60 |
| Served lunch or dinner | €45–€80 |
Choosing the right format depends on two variables: the duration of the event and the goal you're pursuing. The prices shown are indicative and vary according to product quality, city and season (in medium and small cities the lower end drops). For events lasting more than four hours, it's common to combine a coffee break with a meal or a cocktail reception, so attendees have options throughout the day.
Which format for each type of event
The choice of format isn't arbitrary: each type of event has its own needs.
- Team meeting or morning training: coffee break with coffee, teas, juices and pastries. It keeps energy up without interrupting the work rhythm.
- Product launch or networking: cocktail reception. It lets guests move around, chat and try bite-sized creations.
- Full day or conference: buffet, or a morning coffee break and a buffet lunch; each attendee eats at their own pace and avoids queues. If it lasts all day, plan two coffee breaks and a light meal.
- Christmas dinner, anniversary or client event: served menu, with a more formal service.
Remember that the format dictates the space: a cocktail reception needs fewer tables, while a served menu requires a room with assigned tables. Think about the end goal: if you want people to talk, go for a cocktail; if you want them to sit and listen, go for a menu.
What B2B demands from catering
When you hire corporate catering in Spain, not just anything will do. The B2B sector has requirements that a good supplier must meet without excuses. First, invoicing: you need an invoice with VAT broken down and clear line items so you can justify the expense to your finance department. Punctuality is critical: the setup must be ready before attendees arrive, without disrupting normal office activity. If the event is at your own premises, the catering must coordinate with your team to avoid blocking corridors or work areas. Another key issue is managing dietary restrictions. Before the event, collect attendees' allergies, intolerances and preferences (vegan, halal, gluten-free) and pass them to the supplier in writing. A professional catering service will offer alternatives without a problem. In sensitive meetings, such as board meetings or negotiations, confidentiality is essential: staff must be discreet and not interfere with conversations. Finally, if you organise events regularly, it's worth establishing a relationship with a recurring supplier. That way you get better terms, less briefing work each time, and predictable quality that your guests will appreciate.
Budget: examples for 25, 50 and 100 attendees
| Attendees | Coffee break (€8–€20) | Cocktail (€25–€50) |
|---|---|---|
| 25 | €200–€500 | €625–€1,250 |
| 50 | €400–€1,000 | €1,250–€2,500 |
| 100 | €800–€2,000 | €2,500–€5,000 |
These figures give you a quick idea of the budget you'll need based on the number of attendees. Keep in mind that many catering companies have a minimum order that usually ranges from €300 to €600, so for very small groups the per-person cost can be higher. If your event has 25 people and you choose a coffee break, the final price will be between €200 and €500, but if the supplier requires a minimum of €300, you'll need to adjust the order (for example, by adding more variety of pastries or drinks). For 50 people, the range rises to €400–€1,000 for a coffee break and €1,250–€2,500 for a cocktail. And for 100 attendees, a cocktail can cost between €2,500 and €5,000. If instead of a cocktail you opt for a served meal, the cost for 100 people goes to €4,500–€8,000, depending on the menu and level of service. Remember these prices are indicative and include setup and collection, but not always alcoholic drinks, so ask what each quote includes.
Where to find corporate catering
To find the perfect corporate catering in Spain, the most effective approach is to request quotes from several suppliers. Prepare a clear brief with the date, number of attendees, desired format, schedule and available space (whether at your office or an external venue). This way you'll receive tailored offers and can compare. At Catering Directory Spain, you'll find a list of corporate catering companies with experience in this type of event. If your company is in Madrid, don't miss our selection of corporate catering in Madrid. Before deciding, also check our article on how much catering costs for more price references. And if you prefer to explore all options, browse our directory of catering companies, organised by city and service type. Don't forget to ask about setup times, whether waiters are included, and whether the final price includes VAT. With a good brief and several offers in hand, choosing the catering for your event will be much easier.
Frequently asked questions
How much does a coffee break cost per person?
A coffee break typically costs between €8 and €20 per person, depending on the duration, the range of products (pastries, fruit, juices, gluten-free options) and whether waiter service is included. For an event of 25 people, the budget is around €200–€500. Always ask for a breakdown to know what's included. It's also worth confirming whether the price includes setup and collection.
How much does corporate catering for 100 people cost?
For 100 attendees, a cocktail reception can cost between €2,500 and €5,000, while a served meal ranges from €4,500 to €8,000. The final price depends on the menu, product quality and service. Request several quotes and compare what each offer includes. Remember that minimum orders can affect small groups, but for 100 people it's usually not an issue.
How far in advance should you book corporate catering?
For coffee breaks and simple formats, 2–3 weeks may be enough. For a full event, apply the general rule of 4–8 weeks, and for conferences or Christmas dinners it's advisable to book 1–2 months in advance, especially in December when dates fly. A good supplier will confirm availability and help you plan. If it's a very special date, like New Year's Eve, even more lead time is better.
Can the catering be set up in the office itself?
Yes, it's common. Coffee breaks, breakfasts and cold formats require little setup and adapt well to an office. You just need to confirm with the catering company the available space, power outlets and a support area for preparing trays. For hot meals, make sure they have access to a kitchen or a heat source.
How do I manage the team's special diets?
Collect dietary restrictions (allergies, intolerances, veganism, halal, etc.) when confirming attendance. Pass them to the catering company in writing in advance. Any serious supplier will have gluten-free, vegan or halal options planned. You can also indicate on the menu which dishes are suitable for each diet. This way you'll avoid surprises and all attendees will feel looked after.
Is it worth having a regular catering supplier?
For recurring events, yes. A regular supplier knows your preferences, the spaces and quality standards, which reduces briefing time and ensures a predictable result. They also often offer better financial terms. Start with a small trial order and, if it works, set up a framework agreement. This ensures availability on peak dates.
John Guerrero
Food service consultant and founder of the ChefBusiness group. 20+ years in hospitality helping restaurants and caterers run profitably. johnguerrero.es
