Caterer for an association, a federation or an organiser: general assembly, congress, event day
General assembly, congress, event day: what to serve and what budget for 50, 100 or 150 people, €29 excl. VAT delivery included.
Your general assembly opens at 9 am. At 8:15, the welcome coffee is delivered, with cups, napkins and stirrers: you welcome your members instead of chasing equipment. An association, a federation or an event organiser often has a tight budget per person and a date that does not move. For a general assembly or a congress, people usually order three stages: a welcome coffee, a break, then lunch in lunch boxes or as a lunch cocktail. At L'Écrin Traiteur, delivery starts from 6:30 am, €29 excl. VAT per delivery, the quote arrives within 24 hours; the welcome coffee and lunch boxes are ordered by 10 am the day before, a cocktail 48 hours ahead.
What to serve depending on the event?
| Event | What people usually order |
|---|---|
| General assembly | Welcome coffee in the morning, then lunch in lunch boxes or a 12-piece lunch cocktail |
| One-day congress | Welcome coffee, morning break, lunch, afternoon break |
| Open day or forum | 8-piece cocktail at the opening, lunch trays or lunch boxes for the teams on site |
| Tournament, outing or volunteers' day | Breakfast on arrival, individual lunch boxes |
| Inauguration or award ceremony | 12 or 16-piece cocktail, alcohol-free drinks |
What budget for 50, 100 or 150 people?
€29 excl. VAT delivery included, entry-level formats; the cocktail is counted without drinks.
| Headcount | Classic breakfast (€8 per person) | Lunch box (from €18.90) | Lunch tray (from €28.90) | 12-piece cocktail (€40.90) |
|---|---|---|---|---|
| 50 people | €429 excl. VAT | €974 excl. VAT | €1,474 excl. VAT | €2,074 excl. VAT |
| 100 people | €829 excl. VAT | €1,919 excl. VAT | €2,919 excl. VAT | €4,119 excl. VAT |
| 150 people | €1,229 excl. VAT | €2,864 excl. VAT | €4,364 excl. VAT | €6,164 excl. VAT |
The full breakfast is quoted on request. Prices are excluding VAT, with a minimum order of €50 excl. VAT. To count your quantities, see the caterer for 100 people, quantities per person and the quantity calculator.
How to organise the order
- Set the confirmed headcount and ask for the quote as soon as the date is fixed: reply within 24 hours via the quote request.
- State the address, the time and a contact on site: delivery is made by the L'Écrin team, from 6:30 am Monday to Friday.
- Collect dietary needs in the sign-up form: vegetarian, vegan, gluten-free, allergies. The allergen table is attached to the quote and the delivery note.
- Adjust before the cut-off time: the order can be changed until 10 am the day before, or 48 hours ahead for a cocktail reception, lunch trays or a buffet.
- Invoice and purchase order: the invoice is made out in the name of the organisation you give, with VAT; the purchase order is accepted.
Service, tableware and equipment
The order arrives set out and ready to serve, with disposable cups, napkins and cutlery at no extra charge. For a congress, a maître d'hôtel is possible on request (€250 excl. VAT for 6 hours), as well as hard tableware, glassware and table linen on quote (equipment hire). For a full day on a stand or at a trade show, see catering a trade show stand.
Mistakes to avoid
- Giving the number of registrations instead of the number of people expected: the gap is paid for in leftovers.
- Discovering dietary needs and allergies on the day.
- Ordering a cocktail reception, lunch trays or a buffet at the last minute: they are ordered 48 hours ahead, whatever the headcount.
- Forgetting the drinks table and somewhere to throw away the cups.
To go further: how to organise a buffet, a cocktail for 100 people, how far ahead to order and the questions to ask before signing.
Frequently asked questions
Can a caterer serve a general assembly?
Yes. For a general assembly, people most often order a morning welcome coffee (Classic package at €8 excl. VAT per person), then lunch in lunch boxes (from €18.90 excl. VAT) or a 12-piece lunch cocktail (€40.90 excl. VAT). Delivery is €29 excl. VAT per delivery.
How much does a caterer cost for 100 people?
With €29 excl. VAT delivery included: €829 excl. VAT for the Classic breakfast, €1,919 excl. VAT for entry-level lunch boxes, €2,919 excl. VAT for entry-level lunch trays and €4,119 excl. VAT for a 12-piece cocktail, drinks not included.
How much notice should you plan for a large event?
The deadline depends on the products, not on the headcount: 10 am the day before for a welcome coffee or lunch boxes, 48 hours ahead for a cocktail reception, lunch trays or a buffet. For a congress or a full day, ask for the quote as soon as the date is set: it arrives within 24 hours.
Whose name is the invoice made out in?
In the name of the organisation you give in the quote request, with VAT. L'Écrin Traiteur also accepts a purchase order.
Can you plan vegetarian or gluten-free meals?
Yes. Vegetarian options are in the catalogue; vegan and gluten-free are stated in the quote, with the number of people concerned. The allergen table is attached to the quote.
Can the order be changed or cancelled?
The order can be changed until its cut-off time: 10 am the day before, or 48 hours ahead for a cocktail reception, lunch trays or a buffet. Cancellation is free up to 2 working days before delivery, before 10 am.
Does L'Écrin Traiteur provide service on site?
On request: a maître d'hôtel for €250 excl. VAT for 6 hours, and hard tableware and table linen on quote. Without a request, the order arrives set out and ready to serve, with disposable cups, napkins and cutlery.
What is the minimum order?
€50 excl. VAT of products, with no minimum number of guests.
An event in Paris or Île-de-France?
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