What to tell your break caterer before you order
IllustrationWhen people message us on LINE to ask for a price, many type something short like "Can I get a price for snack boxes?" and then wait while the team asks several questions back. By the time the number arrives, a lot of time has gone. This page answers what you need to tell us when ordering snack boxes in five details, with a sample message the team can price straight away. It suits company admins, teachers and the hosts of family events.
What do you need to tell us when ordering snack boxes?
You need to give five details: date and time, delivery place, quantity, set and documents. With all five, the team can work out the total and confirm straight away.
| Detail | What to say | What the team uses it for |
|---|---|---|
| 1. Date and time | The date and the time you want the food to arrive, not the time the event starts | Checking the queue and planning preparation time |
| 2. Delivery place | Full address, floor, drop-off point, name and number of the person receiving on site | Confirming the area and working out delivery |
| 3. Quantity | Total number of boxes, minimum 50 | Working out the total |
| 4. Set | The set name, or your budget per box | Pricing per box; sets can be mixed |
| 5. Documents | Whether you need a quotation, and any other documents after delivery | Confirming whether it can be done for that order |
Besides these five, add one more line for the type of event, such as an internal meeting, training, a merit-making ceremony or a school activity. The team uses it to suggest a set, because different events hand out food in different ways.
How should you word a snack box quotation request?
A good quotation request is one the team does not have to question back. Compare the two versions below.
| Version | Message | What follows |
|---|---|---|
| Missing details | Price for 50 snack boxes please | The team has to ask about date and time, place, set and documents, at least 4 questions |
| All 5 details | Price for 50 Recommend Sets, delivery on (date) at 13:00 to (building name), floor (floor), contact (name), need a quotation | The team can work out the total at once: 50 × 70 = ฿3,500 before delivery |
If you are not sure of the quantity, give a range, for example "about 50 to 60 boxes, I can lock the number by (date)". The team will tell you the latest point at which the number can be locked. For a message that is even easier to copy, see the snack box ordering checklist for purchasing teams.
Which time should you give: arrival time or event start time?
Give the time you want the boxes to reach the drop-off point, not the time the event starts, because the two are never the same number.
Example: a meeting starts at 09:00 with the first break at 10:30. If the boxes arrive at 10:00, you have 30 minutes to set up the table and count the boxes before the break. If they arrive at 10:25, everything is rushed. Leave at least half an hour, and tell the team why, which helps them plan the timing.
On the date itself, order at least 2 days ahead. If you have less time than that, message us on LINE and ask about the queue first. There is a limited rush menu, and the team will answer whether they can take it based on the queue that day. Nothing is promised in advance for every case. This is covered in more depth in how many days ahead to order snack boxes.
How detailed does the delivery address need to be?
A usable address is one where the driver can reach the drop-off point without phoning for directions several times, and that takes more detail than a map pin.
- Place name: the name of the building or place, with the soi or road.
- Drop-off point: the floor, room or reception desk where the driver needs to arrive.
- Delivery entrance: the gate or entrance for deliveries, if the building specifies one.
- On-site receiver: the name and number of someone who can really pick up the phone on the day.
- Building restrictions: for example a visitor pass exchange or a goods lift that needs booking.
The main delivery area is Bangkok and surrounding provinces, and the team confirms address by address. Delivery is not included in the box price and is charged by real distance. If the team sends back a delivery fee after you give the address, add it to the amount you ask to have approved. Details are in snack box delivery fee.
What should you prepare for event day: quantity and set?
Quantity is the number that has to be most accurate. For the set, if you are not sure, give your budget per box and let the team suggest sets that fit.
Example: a half-day school training with 30 teachers and 20 parents, 50 people in all, split into two groups.
| Group | Set | Calculation | Baht |
|---|---|---|---|
| Teachers | Recommend Set | 30 × 70 | 2,100 |
| Parents | Value Set | 20 × 42 | 840 |
| Total before delivery | 50 boxes | 2,940 |
You can mix sets like this. Just tell the team how many boxes of each set, and the total for the whole order must not be under 50 boxes. If you want to compare sets before you decide, see the sets page. Pastries are mixed from the menu, up to 20 pieces of any one kind per order, and the team confirms before delivery.
When should you mention the documents you need?
Mention them in your first message. The documents available are a quotation, an invoice and a receipt, and they need to be confirmed with the team order by order before you order.
Individuals and families usually do not need any special documents, so they can skip this item. But companies and schools that need to claim the cost back should always ask first. What an accounting department usually needs is explained on the page about quotation, invoice and receipt documents for organisations, and the process for asking for a price is at corporate quotation service.
What happens after you send the details
After you send the details, the team replies with the menu, delivery fee and total, and then you decide whether to confirm. Nothing is prepared until you confirm.
- Pick a set, or give your budget and let the team recommend one.
- Send the date and time, place, quantity and type of event through the LINE order button or the quote request form.
- The team confirms the menu, delivery fee and total.
- You check and confirm, and the order joins the preparation queue.
If you press the LINE order button on a set page, the order details are copied into the chat for you, and you only need to add the date, time and place. Payment in full is due before delivery day, and reducing the box count needs 48 hours notice.
Read next: organising your first meeting break, for anyone unsure where to start.
What to know before ordering
Complete details are not enough on their own, because the order also has to fit our terms. Check these points before you send the message.
- 50 boxes minimum: below that we do not take a single order, so combine several rounds or events, or ask the team.
- 2 days ahead: rush options are ordering before 10:00 for 17:00 the same day, or within 4 hours of confirmation. They cover only a few pastries and depend on the queue. See express orders.
- The team confirms the address: we deliver mainly to Bangkok and surrounding provinces, confirmed address by address. Other provinces are case by case and never promised in advance.
- Delivery is separate from the box price: it is always charged, by real distance, and quoted before you confirm.
- No allergy guarantee: guests with food allergies should have the menu checked with the team when you order, but we cannot promise it is safe for every guest.
Summary
When you order snack boxes, tell us five things: the date and time the food should arrive, the delivery place, the number of boxes, the set, and the documents you need. Add one line on the type of event so the team can suggest a set. With those in one message, the team can price the order straight away, for example 50 Recommend Sets at ฿3,500 before delivery. The main conditions are a 50-box minimum and at least 2 days ahead.
Get the five details ready, then send them with the LINE order button or the quote request form, and the team replies with the menu, delivery fee and total.
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Frequently asked questions
What do I need to tell you when ordering snack boxes?
Five details: the date and time you need the food, the delivery place with the drop-off point, the number of boxes, the set, and any documents you need. Add one line on the type of event. The team confirms the menu, delivery fee and total before you order for real.
What should a snack box quotation request include?
The number of boxes, the set or your budget per box, the date and time of delivery, the delivery address, and a note that you need a quotation. If your company details have to appear on the document, say so, and ask the team whether that document can be provided for the order.
What do I need to contact a break caterer if I do not know the exact quantity yet?
Give a range, such as 50 to 60 boxes, and ask the team how late you can lock the number. The total must still be at least 50 boxes, and a reduction needs 48 hours notice before delivery. After that the original count stands, so a range from the start beats guessing.
What should the organiser prepare for the day?
One person to receive the boxes who can answer the phone, space to put the boxes, and a copy of the order confirmation to check the count against. If the building has rules for receiving deliveries, such as a visitor pass or a goods lift booking, tell the team when you order.
How can I send my order details?
There are two ways: message us on LINE, or fill in the quote request form. The information is the same. If you press the LINE order button on a set page, the order summary is copied into the chat for you, and you only need to add the date, time and place.
What if I am not sure which set to choose?
Tell the team your budget per box and the type of event, and ask for a suggestion. If your budget falls between two sets, pick the set that does not go over, or mix two sets in one order to reach the average you want. The total must still be at least 50 boxes.
Do I need to tell you about delivery costs before I order?
No. The team quotes delivery by real distance, and it is not included in the box price. Check the total the team confirms before you confirm the order, and use that total when you ask for approval inside your organisation.
What should I add if I need boxes at short notice?
Give the same five details and say clearly that you need a same-day rush or one within 4 hours. Rush options cover only a few pastries and depend on that day's queue. The team will tell you whether it can be done, so do not plan your event on the assumption that a rush is certain.
