Corporate Lunch Catering Request Form

Simplify Corporate Catering with Paperform's Lunch Request Template

Coordinating lunch for team meetings, client presentations, or office events can quickly become a logistical headache. Between tracking headcounts, managing dietary restrictions, staying within budget, and liaising with vendors, the administrative burden adds up fast. That's where Paperform's Corporate Lunch Catering Request Form comes in.

This template is purpose-built for facilities managers, office managers, executive assistants, HR teams, and event coordinators who need to collect catering requests from across the organization in a consistent, organized way. Instead of chasing details through email threads or scattered spreadsheets, you get all the information you need in a single, structured submission.

What makes this template essential for your workplace

Capture every detail that matters. The form walks requesters through the essentials: event date and time, headcount, meal type (breakfast, lunch, dinner, or snacks), dietary restrictions and allergies, budget per person, delivery location, and preferred vendors. You can even collect special instructions or setup requirements, ensuring nothing falls through the cracks.

Save time with smart automation. Once integrated with Stepper (stepper.io), your AI-native workflow builder, each catering request can automatically route to the right approver, notify your preferred vendors, update your budget tracker, and send confirmation details back to the requester—no manual follow-up required. For teams managing multiple requests per week, this eliminates hours of back-and-forth coordination.

Stay on budget and compliant. By collecting budget per person and total estimated spend upfront, you give finance and operations teams visibility into catering costs before orders are placed. Conditional logic can flag requests exceeding thresholds for additional approval, helping you maintain spending discipline without micromanaging every order.

Accommodate every dietary need. The form includes dedicated fields for vegetarian, vegan, gluten-free, halal, kosher, and other dietary requirements, plus an open text field for allergies and specific requests. This ensures every team member is included and catered for, reducing the risk of last-minute scrambles or uncomfortable situations during meetings.

Maintain vendor consistency and quality. By offering a dropdown of preferred or approved vendors, you guide requesters toward reliable partners while still allowing flexibility for special occasions. Over time, this builds stronger vendor relationships and ensures consistent quality across all your corporate events.

Who benefits most from this template

This form is ideal for:

• Office and facilities managers coordinating catering for recurring team lunches, all-hands meetings, and client visits
• Executive assistants managing high-stakes events and ensuring seamless service for leadership and guests
• HR teams organizing employee appreciation events, onboarding sessions, and wellness programs
• Event coordinators handling multi-day conferences, workshops, and training sessions
• Administrative teams in coworking spaces, agencies, consulting firms, and corporate offices where catering is a frequent operational need

Designed to match your brand and workflow

Paperform's doc-style editor makes it easy to customize the form to your organization's voice, brand colors, and specific requirements. Add your company logo, adjust the theme to match your internal style guide, and tweak questions to reflect your procurement policies or vendor partnerships. You can embed the form in your intranet, Slack workspace, or project management tools, or send it as a standalone link—whatever fits your team's workflow.

Automate the entire catering process with Stepper

Connect this form to Stepper and turn every submission into a multi-step workflow:

1. Route for approval based on budget thresholds or department
2. Notify vendors with all the details they need to quote or confirm
3. Update your budget tracker in Google Sheets, Airtable, or your finance system
4. Send calendar invites with delivery times and setup instructions
5. Follow up post-event with a quick feedback form to rate vendor performance

With Stepper's AI-powered automation, you can handle 10x the volume of catering requests without adding headcount or burning out your ops team.

Secure, compliant, and ready to scale

Paperform is SOC 2 Type II compliant and offers data residency controls, SSO, and role-based permissions, making it a trusted choice for organizations with security and compliance requirements. Whether you're a 50-person startup or a 5,000-employee enterprise, Paperform scales with you.

Get started in minutes

This template is ready to use right out of the box. Simply customize the vendor list, adjust budget fields to match your policies, and share it with your team. Within minutes, you'll have a professional, on-brand catering request process that saves time, reduces errors, and keeps everyone fed and happy.

Trusted by over 500,000 teams worldwide, Paperform helps businesses replace chaotic processes with simple, smart forms that actually work. Start streamlining your corporate catering today.