The office lunch order guide: how many sandwiches for 40 people

Our catering kitchen in Oakley sends out about 3,500 boxed lunches and platters a month, mostly to offices, schools and job sites around Cincinnati and Northern Kentucky. The single most common call we get starts with some version of: I have never done this before, how much food do I need?

Here is the same advice Luis gives on the phone, written down so you can plan your next lunch in about ten minutes.

Step 1: Get a real headcount, then add 5 percent

Count confirmed attendees, not invites. Then add 5 percent, rounded up, for the people who always show up unannounced: the vendor who stayed after the morning session, the intern who got pulled in, the manager who said they would skip lunch. For a 40-person meeting, order 42.

If you are ordering platters instead of boxes, over-order a little more. Shared food disappears faster because people take a second quarter sandwich when it is right there.

Step 2: Boxes or platters?

Choose boxed lunches when people will eat at different times, when the room is formal, or when you have several dietary needs. Every box is labeled, so nobody picks at a tray or takes the last gluten-free option.

Choose platters when the vibe is casual and everyone eats together, like a team celebration or a game-day watch party. Platters are about 20 percent cheaper per person and look great on a table.

• Boxed lunches: 1 box per person, $16.50 each
• Party platters: 1 platter per 10 guests, $84 each
• Mixed events: platters for the group plus 3 to 5 labeled boxes for dietary needs

Step 3: Ask four dietary questions

Send a quick message before you order. These four questions cover almost every situation we see:

• Does anyone need vegetarian or vegan food?
• Does anyone need gluten-free bread?
• Does anyone have a serious food allergy, especially sesame, nuts or fish?
• Is anyone avoiding pork for religious or personal reasons?

As a rule of thumb, about 20 percent of any office group eats vegetarian at least some of the time. Even if nobody asks, we suggest making a quarter of your platters or boxes from our Green Stacks menu.

Step 4: Timing is everything

Set your delivery window 15 minutes before people actually eat. We arrive at the start of that window, which gives you time to set up, find the conference room and move the projector cart that is always in the way.

Place the order at least 24 hours ahead. If you want guests to pick their own sandwiches, send out our order link two days ahead and set it to close at 10 am the day before.

The best office lunch is the one nobody has to think about. Label everything, arrive early, and make sure there are enough cookies.

Step 5: Do not forget the extras

Drinks are the most commonly forgotten item. Add bottled water or lemonade at $2.25 per person, or ask your office to supply them. Cookies are the second. A tray of 24 Big Cookies cut in half feeds about 40 people for dessert.

Our 40-person example

For a 40-person all-hands with 6 vegetarians and 2 gluten-free guests, we would suggest 36 standard boxed lunches, 6 vegetarian boxes with 2 on gluten-free bread, and drinks for 42. Total before tax and delivery: about $790, or $18.80 per person with drinks.

Want us to do the math for you? Send your headcount through our catering form and we will reply with a suggested order within two business hours.