Meeting catering made easy! Order catering in Outlook :

Order catering in Outlook : Meeting catering made easy!

Book catering while planning your meeting in Outlook

About arbooMEET

When planning events, smooth coordination of all aspects is crucial. One particularly important component is catering, which greatly influences the success and satisfaction of participants. By integrating catering into the room booking process in Outlook, event planning is significantly optimized and simplified.

This seamless integration allows you to add catering options directly within the meeting invitation, ensuring all elements—such as meals, drinks, and dietary requirements—are handled in one place. This eliminates the need for separate bookings or communication, streamlining the entire event planning process and ensuring a hassle-free experience for both organizers and attendees.

Use catering for a successful meeting.

Catering plays a crucial role in ensuring the success of a business meeting, offering more than just food and beverages. When carefully integrated, catering can elevate the entire experience, boost productivity, and leave a lasting impression on attendees.

First and foremost, high-quality catering creates an environment conducive to engagement. A well-curated selection of refreshments not only satisfies hunger but also fosters networking opportunities. Participants interact in a relaxed atmosphere, leading to valuable conversations and potential collaborations.

Catering also contributes to time efficiency. Instead of participants having to leave for meals, on-site catering ensures minimal disruptions to the flow of the meeting. This optimized schedule enhances the meeting’s productivity and allows attendees to focus on the agenda.

Additionally, catering options can be tailored to specific dietary needs, accommodating a wide range of preferences and restrictions. This consideration for inclusivity reflects an organization’s commitment to the well-being of its attendees and positively impacts its reputation.

In terms of branding, personalized catering can serve as an extension of the company’s identity. Custom menu items or branded packaging add a professional touch and strengthen the organization’s image.

Finally, providing catering signals care and appreciation for the participants. A satisfying meal can elevate the mood, contribute to a positive meeting experience, and potentially influence attendee satisfaction.

In conclusion, catering has a greater significance than simply providing sustenance during a meeting. It contributes to an environment that supports engagement, time efficiency, inclusivity, branding, and overall attendee satisfaction. Given these factors, integrating catering is a strategic investment to ensure the success of every business session.

Why ordering catering directly in Outlook is a smart choice?

The ability to arrange catering directly through Outlook simplifies the entire process, as you don’t need to take multiple separate steps. With just a few clicks, you can select and book the desired catering options for your event. This makes the planning and organization of catering more efficient and time-saving. You have everything you need for a successful catering experience in a single booking process.

Time-saving:

The seamless process of booking catering in Outlook saves valuable time by consolidating all necessary steps in one place. This eliminates the hassle of switching between different platforms and applications, which often requires extra time and effort. With everything integrated into a single workflow, you can focus on the meeting itself, while the catering details are taken care of effortlessly.

Better planning:

The integration of catering bookings into the Outlook calendar facilitates the smooth synchronization of event details and catering orders. This coordination optimizes the planning process, as all important information is available in a central dashboard. With everything in one place, you can easily manage both the logistics of the event and the catering needs, ensuring a more efficient and organized experience.

Centralized management:

The ability to centrally store relevant details such as event dates and catering options in Outlook makes managing and accessing this information much easier. This leads to a more organized process and minimizes the risk of information loss or confusion. By having all the necessary details in one place, you ensure better coordination and a smoother overall experience for everyone involved.

Automatic notifications:

Outlook offers the advantage of sending automatic reminders and notifications for upcoming catering orders and events. This ensures that no important deadlines or appointments are overlooked, leading to a smoother execution of the event. With these timely reminders, you can stay on top of all your planning tasks and ensure everything is prepared on time, minimizing the risk of last-minute issues.

Real-time updates:

Any changes or additions to catering orders can be instantly updated in Outlook. These real-time updates ensure precise communication with catering providers, contributing to a smooth and efficient process. By keeping all details up to date, you can avoid misunderstandings and ensure that the event runs as planned, with all catering needs met seamlessly.

Adjustment to the number of participants:

Any changes or additions to catering orders can be immediately updated in Outlook. These real-time updates ensure accurate communication with catering providers, contributing to a smooth and seamless event process. By keeping all details up to date, it minimizes the risk of errors and ensures that the event runs according to plan, with all catering needs met on time.

Mobile access:

The seamless integration of Outlook with mobile devices allows catering bookings to be managed from anywhere. This is especially useful for business travelers or employees working on the go, as they can make updates, check availability, and coordinate catering needs in real-time, ensuring smooth event planning even while away from the office.

Clear communication:

The direct communication channel through Outlook with catering providers simplifies the coordination of special requests or changes. This helps minimize misunderstandings and establish clear guidelines, ensuring that all catering needs are met accurately and efficiently, without confusion.

Cost transparency:

Linking catering bookings with event details in Outlook enables better control over expenses and budget. This is essential for cost-effective event planning, allowing you to track catering costs in real-time, adjust as needed, and ensure that your event stays within budget while meeting all requirements.

Improved productivity:

The integration of catering bookings into Outlook reduces workload and prevents tasks from being handled across multiple applications. This increase in efficiency allows more time and energy to be focused on the actual event planning and execution, ensuring that the event runs smoothly without being bogged down by administrative tasks.

How does arbooMEET help order catering directly in Outlook?

With arbooMEET, you have the ability to seamlessly integrate catering services directly into your Outlook environment when reserving a meeting room. These options are displayed in the booking window and can be easily selected. arbooMEET ensures that all relevant parties are informed in a timely manner, and everything needed for catering is prepared accordingly. This clear distribution of tasks leads to efficient time management.

The seamless integration of arbooMEET into Outlook provides users with a comfortable and smooth experience when booking catering services and options for their meetings. The ability to book additional catering services directly within the familiar Outlook environment saves valuable time and effort that would otherwise be spent switching between different platforms or communicating with multiple catering vendors.

When opening the booking window in Outlook, users are presented with various catering options that can enhance the meeting experience. These options may include menu choices, beverage selection, special dietary preferences, or additional catering arrangements. The simple selection of desired services from the available options allows users to tailor their meetings to their individual needs and preferences.

One of the key benefits of arbooMEET is that all relevant parties are informed of the required information in a timely manner. This eliminates the need for manual coordination or follow-up emails, as the integrated software automatically notifies the relevant people about the booked catering services. This automation and efficient communication contribute to smoother planning and preparation processes, allowing all participants to be well-informed and properly prepared for the meeting.

Furthermore, the clear assignment of responsibilities facilitated by arbooMEET improves the overall efficiency of catering preparation. By assigning specific tasks and responsibilities to designated individuals, the workload is divided, and the likelihood of misunderstandings or duplicate work is reduced. This not only saves time but also encourages an organized and productive approach to catering management.

In summary, the integration of arbooMEET into Outlook provides users with a comfortable and efficient solution for booking catering services and options for their meetings. By seamlessly integrating within the familiar Outlook environment, arbooMEET simplifies the process of selecting and coordinating additional catering services, ensures timely communication, and enables effective resource utilization.

Order catering through Outlook: What do I need to consider?

Type of meeting:

The type of meeting directly influences the type of catering that best suits it. For a formal conference, a business lunch with a wide variety of dishes might be appropriate, while for a casual team meeting, snacks and finger food could be a better choice.

Consider the atmosphere and goals of the meeting when selecting catering options to ensure the food enhances the overall experience, whether it’s for networking, brainstorming, or simply providing energy for a productive session.

Number of participants:

An accurate estimate of the number of participants is crucial to ensure there is enough food for everyone. An overestimate can lead to waste, while an underestimate may result in insufficient catering. Properly forecasting the attendee count allows for more efficient planning, reducing both waste and the risk of running out of food, ensuring that all participants are well taken care of during the meeting.

Dietary needs:

It is important to consider the dietary needs of participants to ensure that there is something suitable for everyone. Be sure to include vegetarian, vegan, gluten-free, or allergy-friendly options to accommodate different preferences and restrictions. By doing so, you create a more inclusive environment and ensure that all attendees feel valued and comfortable during the meeting.

Menu selection:

A diverse menu is important to cater to different tastes. Consider offering various dishes to satisfy both meat eaters and vegetarians. Also, think about drink options.

Presentation:

The way catering is presented contributes to the atmosphere of the meeting. A well-designed buffet or attractively arranged platters can positively impact the overall experience.

Timing:

Plan the catering so that it is available in time for breaks or meals. Long wait times can delay the meeting, while catering too early can result in the food becoming cold.

Budget:

Set a budget and discuss it with the catering provider. Share your budget limit so that appropriate options can be suggested that fit within your financial range.

Flexibility:

Find out if the catering provider is flexible when it comes to changes or additional orders. Last-minute adjustments may be required, and it’s important to know if the provider can accommodate this.

Service included:

Clarify whether the catering service provides dishes, cutlery, napkins, and drinks. These details are important to ensure that all aspects of the dining experience are covered.

Feedback:

Read reviews or gather feedback from others who have used the same catering provider. This can give you insights into the quality of the food, the service, and the reliability of the provider.

Terms and conditions:

As long as there is an external caterer, carefully read the catering contract to understand all the details. Clarify questions regarding delivery, cancellation, payment terms, and potential fees with the catering provider. Share your budget limit so that suitable options can be suggested that fit within your financial range.

Communication:

Keep communication open with the catering provider. Clarify all details in writing to ensure there are no misunderstandings. Clear communication minimizes potential issues.

Request catering, seating options, and services

arbooMEET offers a comprehensive and integrated process for ordering catering and services. It also allows users to select seating options.

For each catering order, individual settings can be specified to cover various aspects. This includes available food and beverages, lead times for orders, available additional services, and assigned responsibilities. This provides customers with a clear overview and options that meet the specific requirements of their catering needs.

During the catering booking process, customers have the ability to make adjustments related to the type and size of the event. Additionally, the system allows the request for additional services—all within the same user interface.

To ensure the quality and efficiency of the process, each order goes through an approval process. Responsible personnel review and modify the orders accordingly. The system keeps all stakeholders informed with automated status updates and sends detailed order summaries to the responsible parties. This ensures that every step of the process is transparent and traceable, and that everyone involved is always up to date.

This feature enhances the convenience and efficiency of catering booking by providing a comprehensive solution for planning and executing catering services.

Easily and quickly order catering

In just a few steps, you can directly add catering to your appointment in Outlook through arbooMEET. The product selection is set for your meeting rooms, and products can be ordered within the required lead time. Responsible individuals and users will be notified based on the approval status.

Within the company, it can be defined who is responsible for the seating arrangement changes. In each room, the available seating options are then specified. This can range from a traditional conference setup to a U-shape or even a lounge arrangement for informal meetings.

As part of the meeting planning, the user has the option to select one of the available seating arrangements. This selection is entered directly into the room booking system and automatically forwarded to the responsible person.

By integrating seating options into the booking process, seating requirements can be efficiently and reliably communicated to the relevant parties. The user is kept informed about the status of their order, ensuring transparency and satisfaction.

This feature, combined with an intuitive user interface and seamless integration into the existing workflow, makes the room booking system an essential tool for efficient meeting and event management.

Order seating options

The ability to choose and order seating options is an essential part of a comprehensive room booking system. Different event formats require different seating arrangements. Whether it’s a conference, workshop, or training session – the right seating arrangement plays a key role in the success of the meeting.

In the company, it can be defined who is responsible for changing the seating arrangements. In each room, the available seating options are then specified. These can range from a traditional conference setup to a U-shape or even a lounge arrangement for informal meetings.

As part of the meeting planning, the user has the option to select one of the available seating options. This selection is directly entered into the room booking system and automatically forwarded to the responsible person.

Availability of additional services

For each location, specific settings can be configured to cover a wide range of aspects. These include available products, required lead times for orders, available services, and assigned responsibilities. This provides users with a clear overview and options tailored to the specific requirements of their location.

During the booking process, users can order seating changes based on the type and size of the event. Additionally, the system allows for the request of additional services, all within the same user interface.

To ensure the quality and efficiency of the process, each order goes through an approval process. The responsible parties review and process the orders accordingly. The system keeps all stakeholders updated through automated status updates and sends detailed order summaries to the relevant parties. This ensures that every step of the process is transparent and traceable, and that all parties are always up to date.

This functionality takes the comfort and efficiency of room booking to the next level by providing a comprehensive solution for event planning and execution.

arbooMEET - our Outlook room booking system

In today’s business world, where meetings and events are critical, an efficient and integrated room booking system like ours provides undeniable value. The ability to reserve rooms, order catering, and request additional services—all within the same platform and without media disruptions—optimizes processes and boosts productivity. The seamless integration with Outlook makes the transition easy, allowing users to work within their familiar environment. Moreover, the automation of processes and the transparency of the system enhance efficiency and minimize potential errors. With comprehensive customization options and transparent processes, our room booking system is a future-proof solution that meets the needs of modern businesses.