How to Order Catering for a Nonprofit Board Meeting

Start With the Meeting Format

Before you pick a menu, decide what kind of meeting you are feeding. A quarterly board meeting that runs ninety minutes over lunch needs food that can be eaten while someone reviews the budget. A formal annual meeting with speeches needs a different plan, with time for people to line up, eat, and return to their seats. Ask the board chair or executive director how long the meeting will run and whether there is a built-in break. The answer decides whether you need a buffet, boxed meals, or a table you can leave out for the whole session.

Working lunches succeed when the food stays neat. Wraps, bowls with lids, and pieces that do not drip are easier for people reading agendas and taking notes. Hummus, falafel, and fresh vegetables travel well and do not need reheating, which keeps the room calm and the schedule on track.

Estimate Headcount Before You Order

Most nonprofit boards have a core group, a few staff members, and occasional guests such as grant officers, donors, or a visiting speaker. Count the people who will attend in person, not the full roster. Many boards have members who join by phone or video and will not eat in the room. Get the count from the staff member who sends meeting reminders, and allow a small buffer for the guest who arrives with a colleague.

A common starting point for a mixed lunch is to plan a little more food than the headcount suggests, since people who have been sitting through a long morning often eat more than expected. Treat that as a rule of thumb, not a guarantee, and adjust for the time of day and what else is served. A few steps help:

• Confirm the count three business days before the meeting.
• Ask whether anyone is coming straight from work or a long drive.
• Note guests who need a separate seating area or a quieter spot.
• Keep a small surplus for staff who will eat after the meeting.

Plan for Dietary Needs and Budget

Boards often include people with different dietary needs, so ask in advance rather than guessing. Our chicken shawarma is halal per our menu, and our gluten-free vegan falafel is made from scratch from soaked raw chickpeas. Vegetarian guests can enjoy hummus, baba ganoush, falafel, and rice bowls over Lebanese rice. Pita contains gluten, so for a guest who needs to avoid it, point them toward the bowls. If someone has a specific religious or medical requirement, confirm the details with them directly. We can describe ingredients, but the final choice belongs to the guest.

Budget clarity helps the board choose the right format. Pickup is always free, so a staff member who can collect the order avoids a delivery cost entirely. Delivery is available within a 10-mile radius for orders over $200. Ask the finance committee whether meals are a separate budget line and whether receipts need to be filed with the meeting records.

Timing, Delivery, and Setup

For large orders we ask for at least 24 to 48 hours notice, so send the headcount and meeting time as early as you can. If the board meets in a church hall, library room, or office conference room, confirm that someone can open the door when the food arrives. Plan for setup fifteen minutes before the first guest, and keep serving utensils, napkins, and cups together on one table. Label anything that is not obvious, especially the vegan and gluten-free items.

Working through the logistics ahead of time keeps the board focused on the agenda. You can review our catering services and the full menu before you call. For questions about a specific date or format, reach us at (412) 251-1279 and we will talk through the details with you.