Meeting break checklist: ordering snack boxes for procurement

What spoils a meeting break is usually one small detail that slipped through, such as not mentioning that the building needs a visitor pass, or a headcount that grew after the order. It is rarely the choice of pastry. This page is a meeting break checklist for procurement and office admin teams, in time order. Copy it into a note or a team document.

It works for a first order and for repeat orders. If you are organising a break for the first time, read it alongside organising your first meeting break to see the overall process.

What do you need to prepare before contacting the team?

Before you message us or fill in the form, have 7 pieces of information ready. If you have them all, the team can reply with a price and timing in a single message, with no back-and-forth.

1. The real attendee count: plus your spare margin. The order minimum is 50 boxes, so for a smaller meeting, combine it with another meeting in your department or message the team to discuss.
2. Number of breaks: morning, afternoon, or both.
3. Date and the time you want the boxes ready: keep this separate from the meeting start time.
4. Delivery address, floor and drop point: with the name and phone number of the contact on site.
5. Budget per box or the approved total: so the team can suggest sets that stay within it.
6. Dietary notes for attendees: for example people who are allergic or avoid certain foods.
7. Documents your company needs: a quotation, an invoice or a receipt.

On the spare margin, many organisers allow roughly 5 to 10 percent for people who turn up unannounced. For a meeting of 60 that could mean ordering 63 to 66 boxes. How much to add is best judged from your own previous meetings.

How do you check the per-box budget before confirming a set?

Pick the set whose price per box does not exceed the budget per person, then add the delivery fee the team quotes, because delivery is not included in the box price. BreakHub sells at 42, 70 and 85 baht, with no prices in between.

Budget per person (baht)	Set within budget	Price per box
Under 42	No set is priced below this	-
42 to 69	Value Set	฿42
70 to 84	Recommend Set	฿70
85 and above	Best Seller Set	฿85

If your event sits between two sets, say 75 baht per person, choose the Recommend Set at 70 baht, or mix sets in one order, such as 40 Recommend Sets and 20 Best Seller Sets, so the average fits the budget. You can try different combinations with the snack box budget calculator.

Here is a total you can hand to an approver. A meeting of 40 people with 2 breaks on the Recommend Set is 40 x 2 x 70 = 5,600 baht before delivery. That is 80 boxes, which clears the 50-box minimum. A single break for the same 40 people would be only 40 boxes, which does not.

What should you check in a quotation for company snacks?

A usable quotation for company snacks lists the items, quantities, price per box, delivery fee and delivery date and time, all matching what you asked for. If anything is missing, ask before you send it for approval.

• Box counts: each set must match the quantity you requested.
• Set total: it should equal the box count times the price per box, so run the calculator once more yourself.
• Delivery fee: it should appear on its own line, since it is priced by real distance and is not part of the box price.
• Date and time: they should fit the meeting schedule.
• Address and contact: both should be correct, including the floor and drop point.

The full process for asking for a price is on the corporate quotation page. If you are ready to fill it in, use the quotation request form.

How do you check the order when the team confirms it?

When the team sends the order summary, compare it with this table line by line and tick each one that matches. If any line is off, ask for a correction in the same chat, so the record stays in one place.

Check	Matches your request	Note
Delivery date	Yes / No
Time the boxes are ready (before the meeting starts)	Yes / No
Total box count	Yes / No	Minimum 50 boxes
Sets and quantity of each	Yes / No
Menu confirmed by the team	Yes / No	Maximum 20 pieces of any one pastry
Delivery fee	Yes / No	Priced by distance
Grand total	Yes / No
Documents needed	Yes / No

When every line matches, confirm and pay in full before delivery day. If you need to reduce the box count, tell us at least 48 hours before delivery. After that we keep the original count.

What message can I copy and send to the team?

The message below is complete in one go. Change the numbers to suit your event and paste it into LINE or into the details box of the quotation request form.

Please quote snack boxes for an internal company meeting, 60 boxes: 45 Recommend Sets and 15 Best Seller Sets. Delivery on (date), ready by 9:30, to (building name), floor (floor). On-site contact (name, phone). Please confirm the delivery fee, the total and the documents we can request.

From this the team can work out the set cost at once: 45 x 70 = 3,150 baht plus 15 x 85 = 1,275 baht, which is 4,425 baht before delivery. They then confirm the menu, delivery fee and total.

The two fields to write most clearly are the delivery address and the on-site contact, because the driver needs both when they reach the building. The menu is easier to adjust afterwards.

What should you check on event day?

On event day, one person should be responsible for receiving the boxes, counting them and reporting any problem straight away. The sooner the team hears about an issue, the more time there is to fix it.

• The on-site contact: should be able to pick up the phone before the delivery time, not only once the meeting has started.
• Security and building staff: should know in advance that a delivery is coming, especially in buildings that need a visitor pass.
• A table for the boxes: should be ready before the boxes arrive, so they do not end up stacked on the floor.
• The box count: should be done on receipt and compared with the order confirmation.
• A photo: of the boxes as received is worth keeping in case you need to report a problem.

Read next: delivery timing and drop points are covered in detail in ordering snack boxes for on-time delivery.

Our pastries are baked fresh with no preservatives, so hand them out at the scheduled break rather than leaving them out for long, particularly in a warm room.

What should you record after the event for the next order?

A short five-point note after the event makes the next order much faster, because you do not start from nothing.

1. The real attendee count compared with the boxes ordered.
2. How many boxes were left over, or how many were short.
3. Which sets disappeared first and which were left.
4. The ready time that suited that meeting room.
5. Any problems with the address, the drop point or documents.

If your organisation orders regularly, see recurring snack orders for companies, and if you are still unsure about quantity, read how many snack boxes to order.

What to know before ordering

A checklist keeps your information complete, but it does not change our terms, so know these limits before you start the approval paperwork.

• Minimum 50 boxes: per order. We do not take fewer, so combine your needs or ask the team.
• At least 2 days notice: rush orders have a limited menu and depend on that day's queue. See the rush order page.
• Delivery is separate from the box price: and confirmed address by address. The usual area is Bangkok and the surrounding provinces.
• The menu comes from each set's list: with a maximum of 20 pieces of any one pastry per order.
• No allergy guarantee: give us dietary limits when you ask for the quote and the team will help check the menu.

Summary

The meeting break checklist runs in three stages: before ordering, at order confirmation and on event day. Before ordering, have headcount, budget, date, time and address complete. At confirmation, compare the summary line by line. On the day, make sure someone is there to receive and count. BreakHub sets cost 42, 70 and 85 baht per box, the minimum is 50 boxes, and delivery is priced separately.

Copy the sample message above, change the numbers, and send it through the quotation request form or the LINE order button on a set page.