Food is the variable that can make or break a 100-person meeting. This checklist compiles the steps procurement teams actually use with EED HALAL — from headcount to receiving the order on event day — in the order they should be done.
Wrong headcount: using "registered attendees" instead of "actual attendees," and forgetting a 5–10% buffer. This single mistake disrupts the lunch break more than anything else. Start with the right number, then do everything else.
8-point checklist for a 100-person meeting meal
☐ 1. Count actual attendees and add a 5–10% buffer
Use the number of people who will actually sit down, not the number registered. Add a buffer for staff and last-minute participants.
☐ 2. Set a per-head budget before choosing menus
Standard menus start at 60 THB/box; premium menus (khao mok gai, Arabic-style beef, premium sets) run 100–150 THB+. A clear budget makes menu selection take less than 5 minutes.
☐ 3. Choose menus for diversity
100 people never share one taste. Pair Thai and Indian menus, or mix popular dishes with premium ones — the minimum per menu is 5 boxes for Thai menus and 10 boxes for Indian menus. Use this as your formula: pick 3–4 menus at 25–30 boxes each.
☐ 4. Verify the halal certificate
Halal orders must hold a certificate from a recognized authority such as CICOT (EED HALAL: certificate number HL-2024-0892) — assurance for both attendees and procurement.
☐ 5. Plan the lead time before event day
A 100-box order is recommended 5–7 business days in advance. Confirm menu, quantity, and delivery time before 15:00 on the business day before delivery.
☐ 6. Request a written quotation
Quoted prices exclude 7% VAT as we are not VAT-registered; we issue regular receipts. State per-box price and delivery fee (free on 50+ boxes) — all in one document quickly.
☐ 7. Specify delivery points and meal time
Provide the location, floor/room, and desired arrival time — at least 15 minutes before the scheduled lunch break.
☐ 8. Check the delivery on event day
Count boxes against the quotation, verify menus match the confirmation, and check temperature and box condition before distribution.
For 2–3 consecutive meeting days, place split orders with different menus on one quotation. The kitchen schedules capacity accordingly — no repeated menus, no cold food.
Questions procurement asks before confirming
What is the minimum order? 10 boxes per order with no hidden service fees.
How many boxes for 100 people? Use actual attendees + 5–10% buffer — e.g., 100 people → 105–120 boxes, and you can amend quantities until 15:00 on the business day before delivery.
How many days in advance? 50–100 boxes: 5–7 business days; 100+ boxes: 1–2 weeks.
- Count actual attendees + 5–10% buffer before calculating boxes
- Clear per-head budget: standard from 60 THB / premium 100–150 THB+
- Diverse menus: 3–4 menus (Thai min. 5 boxes/menu, Indian min. 10 boxes/menu)
- Check the CICOT halal certificate before confirming
- Order 5–7 business days ahead; confirm orders before 15:00
- Fast quotation turnaround with delivery and document terms stated