Organising a meeting break for the first time: step by step

Your manager has just asked you to take care of the snacks for a meeting, and it is your first time. The hard part is rarely choosing the pastries. It is not knowing what to do first and what comes after. This is a guide to organising a meeting break for the first time, in order of time, from the start of planning to delivery day, written for the person who has to coordinate everything alone.

The timeline on this page (7 to 14 days before the event) is a planning example for organisations that need approval. It is not a period BreakHub sets. What we do set is simple: order at least 2 days ahead, with a minimum of 50 boxes. If you have less time than that, a rush option exists for some pastries, so ask about the queue on LINE.

How many steps are there to organising a meeting break?

There are 7 steps, from counting people to checking the delivery. Follow them in order and you will not forget anything important.

1. Count attendees and decide how many break rounds.
2. Set a budget per person and a total.
3. Choose a set.
4. Prepare the location and timing details.
5. Send the details and request a quotation.
6. Check the order summary and confirm.
7. Prepare for the day and check the delivery.

Each step is explained in the sections below. If you want a form to tick off field by field, see the snack box ordering checklist for procurement.

How do you count people and set the budget for a meeting break?

Settle two numbers before anything else: the headcount and the total budget. Every later step depends on them.

Do not count only the meeting attendees. Include speakers, the organising team and anyone who may join late. For an internal meeting you can add a small buffer. For an event with advance registration, use the confirmed number. If the total is under 50 people, the order will not pass the minimum, so try combining with another event in your department or ask the team on LINE.

Here is an example: a half-day seminar with 45 attendees and 5 organisers makes 50 people, with one break round.

Set	Calculation	Total before delivery (baht)
Value Set	50 × 42	2,100
Recommend Set	50 × 70	3,500
Best Seller Set	50 × 85	4,250

The table excludes delivery, which is charged by real distance. Ask for the delivery fee before you send the budget to the approver. If the numbers still do not fit, try the snack box budget calculator with several sets. If the break has 2 rounds, multiply by the number of rounds: 50 people for 2 rounds on the Value Set is 100 × 42 = ฿4,200.

Which set should you choose for your first meeting break?

For a first order, a middle set is the lowest-risk choice: the Recommend Set at ฿70, or the Best Seller Set at ฿85 if you want a drink included. Attendees get 2 premium pastries, and you can move up or down next time.

• Value Set, ฿42: 1 classic pastry and a 100 ml cup of drinking water. It suits a tight budget or a short break, with pastries chosen from the classic menu of 10.
• Recommend Set, ฿70: 2 premium pastries and no drink, so the room should already have water or coffee.
• Best Seller Set, ฿85: 2 premium pastries with a 180 ml orange juice drink, a good fit for guests or executives.

Pastries come from the menu of your set, 10 classic items or 19 premium items. You can mix them, but one kind is limited to 20 pieces per order. Everything is baked fresh for the order, packed in a clear sachet per pastry, and each box has tissue. The team confirms the menu before delivery. You can mix sets in one order, for instance 5 executives on the Best Seller Set and everyone else on the Recommend Set. Compare the sets on the snack box page.

How many days before the event should you start planning a meeting break?

If your company needs approval, start around 14 days before the event. If it does not, you can shorten this, as long as at least 2 days remain before the event date. This table is a planning example, not a BreakHub condition.

When	What to do	Result
14 days before	Count people, set a budget, ask accounting which documents are needed	Headcount and rough budget
10 days before	Choose a set and request a quotation through the quote request form	Quotation including delivery
7 days before	Send for internal approval and reconfirm headcount	Approval received
5 days before	Confirm the order with the team and name the drop-off point	Order in the queue
2 days before	Tell the building and the receiver, lock the final count	On-site details complete
Event day	Receive the boxes, count them, hand them out by round	Break finished as planned

Reducing the number of boxes needs 48 hours' notice, and after that the original count stands, so set your own count lock date earlier than that. If your company approves quickly, you may shorten the schedule to 4 or 5 days. Just remove the steps you do not need.

Read next: how many days ahead to order a snack box explains preparation time and what to do when little time is left.

What do you need to prepare before sending details to the team?

Prepare 5 pieces of information: date and time, delivery location, number of boxes, set, and any documents you need. Send them in one message and you will get a quotation fastest.

Two things first-timers often forget are the name of an on-site receiver who can answer the phone, and building restrictions such as visitor passes or a service lift. Those two cause the most lost time for the courier at the front of the building, so mention them when you place the order. Full details are in what to tell the caterer before ordering.

How is organising a seminar break different from an internal meeting?

A seminar usually has more attendees plus speakers or special guests, so you need to plan the receiving point, the handout point and a spare count in more detail. An internal meeting can usually be served at the meeting table.

• Internal meeting of a few dozen: Place the boxes at the front of the room or the middle of the table and let people take one. The order still has to reach 50 boxes.
• Seminar of 50 or more: Set up a handout table outside the room and split the timing so there is no long queue.
• Special guests or executives: Consider a larger set, such as the Best Seller Set, for that group only.
• Several rounds in one day: Separate the quantity for each round and give a delivery time for each.

If your event has two rounds, morning and afternoon, continue with designing two breaks for a full-day meeting. For company orders of several kinds, see the overview at snack boxes for companies.

What do you actually need to do on the day?

On the day your job has 3 parts: wait for the delivery, count the boxes, and hand them out on time. If anything looks wrong, tell the team on LINE right away.

Take a meeting that starts at 9:00 with a break at 10:30. Aim to have the boxes arrive around 10:00, count them at once against the order summary, then keep them somewhere out of direct sun until handout. The arrival time agreed for each order is confirmed with the team, and we do not guarantee a delivery time in advance. The pastries are baked fresh with no preservatives, so do not leave them in a hot room longer than necessary.

When the break is over, note 3 figures: the real attendance, the boxes left over, and the best timing for the next round. Use them as the base for your next order, which will be much easier than the first.

What to know before placing a first order

First-time organisers often assume the order works like buying pastries at a shop. BreakHub has conditions to know before you plan. We state them plainly so you do not have to change the plan close to the event.

• Minimum 50 boxes: We do not accept smaller orders. For a smaller event, combine with another event or ask the team on LINE first.
• Order 2 days ahead: Rush orders offer a limited choice of pastries and depend on that day's queue. We do not promise to make it in time.
• Payment before delivery: Pay 100% before the delivery day, so plan for accounting to pay in time.
• Delivery fee is separate: It is charged by real distance and quoted before you confirm. The area is Bangkok and surrounding provinces, confirmed per address.
• Not full catering: We deliver snack boxes to the building. There is no serving staff or table setup.

Summary

Organising a first meeting break is not hard if you follow the order: count people, set a budget, choose a set, send the event details, and check the delivery on the day. The sets cost ฿42, ฿70 and ฿85 per box, the minimum is 50 boxes, order at least 2 days ahead, and delivery is charged separately by real distance. If approval is needed, begin planning around 14 days before the event.

Ready to go? Send the headcount, date, time and address through the quote request form or press the LINE order button on the set page you chose. The team confirms the menu and delivery fee before you pay.