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Conference Room Business Lunch – 12 Tips

Today, it’s becoming more and more common to put your company’s conference room to good use for a business lunch.conference room business lunch

Below are some conference room business lunch tips to help plan and prepare your next lunch event with clients and business associates.

To begin with…

  1. Extend the invitation with location, time, as well as menu options. Offer at least 3 menu options, including a vegetarian selection. Know what price range per person is acceptable for your company’s expense guidelines.
  2. Place the online restaurant order for delivery or catering order with enough advance notice for an on-time delivery.
  3. If the lunch is catered, such as a self-serve taco bar, make sure to clear some counter space in the conference room for the serving dishes and beverages.
  4. If individual lunches have been ordered, place them on the counter with attendees’ names attached with a sticky note.

In addition, it’s a nice gesture to…

5. Greet each attendee with a firm handshake upon arrival.

6. Offer beverages while waiting for everyone to assemble. Beverages may include

water, coffee and iced tea (Iced tea can be ordered per gallon.) Have plenty of fresh ice available.

7. Indicate where you want each guest to sit at the conference table. It is helpful to prepare place cards in advance and distribute them at each place before guests arrive.

           8. Tell everyone to begin eating as soon as they have their food (versus waiting for the Host to begin, since the Host may want to eat after the meeting.)

9. Plan to have a staff member (who is not involved in the meeting) clear food containers from the table as guests are finishing. This helps create enough table space for laptops and paperwork.


10. Know how to close out the lunch. If you’re the host, summarize any action items and thank guests for their time.

11. The meeting host is the first to stand to indicate the meeting has come to a close.

12. A consummate host will shake hands with each guest as they leave. If appropriate, walk guests to the elevator or front entrance.

In summary, these 12 guidelines and tips will help your conference room business lunch run smoothly.  In addition, these tips help convey your competent professionalism and meeting etiquette.

What tips would you like to add that have worked well for you when hosting a business lunch in your conference room? Add them in the comments section below.

Rachel Wagner is a licensed business etiquette consultant, trainer, and speaker. She is the owner of the Oklahoma-based business etiquette firm Rachel Wagner Etiquette and Protocol. 
Rachel provides onsite and LIVE virtual training on business and dining etiquette topics. She has corporate clients from many industries around the country. As an etiquette expert, she is interviewed and quoted in a variety of local and national media outlets. These include The Washington Post, MONEY, Forbes, and many more. She is also credentialed as a Virtual Event Professional and Zoom Producer.

Image sources: iStock and Campaign Creators on Unsplash