Easily book catering in Outlook while you plan your meeting

Order catering in Outlook: Meeting catering made easy

When planning events, smooth coordination of all aspects is crucial. A particularly important component is catering, which has a significant impact on the success and satisfaction of participants. By integrating catering into the room booking process in Outlook, event planning is greatly optimized and simplified.

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Catering for a successful meeting.

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

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

Catering also contributes to time efficiency. Instead of attendees having to go outside for meals, on-site catering ensures minimal disruption to the meeting’s flow. This streamlined schedule increases meeting productivity and allows attendees to focus on the agenda.

In addition, catering options can be customized to meet specific dietary needs to accommodate a diverse range of preferences and restrictions. This consideration for inclusivity demonstrates an organization’s commitment to attendee well-being and positively impacts its reputation.

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

Finally, providing catering indicates a level of care and appreciation for attendees. A satisfying meal can lift spirits, contribute to a positive meeting experience, and potentially influence attendee satisfaction.

In summary, catering has a greater significance than just providing food during a meeting. It contributes to an environment that is conducive to engagement, time efficiency, inclusivity, branding and overall attendee satisfaction. Given these aspects, integrating catering is a strategic investment to ensure the success of any business meeting.

Why is booking catering through Outlook usefull?

The ability to arrange catering directly through Outlook simplifies the entire process, as you don’t have to take several separate steps. With just a few clicks, you can select and book the catering options you want for your event. This makes planning and organizing 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 catering booking in Outlook saves valuable time by consolidating all the necessary steps in one place. This eliminates the hassle of switching back and forth between different platforms and applications, which often takes time and effort.

Efficient planning:

The integration of catering bookings into the Outlook calendar facilitates the smooth synchronization of event data and catering orders. This coordination optimizes planning, as all important information is available in a central dashboard.

Central Administration:

The ability to store relevant details such as event dates and catering options centrally in Outlook makes it easier to manage and access this information. This results in a more organized process and minimizes the risk of information loss or confusion.

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 dates are overlooked, resulting in smoother operations.

Real time updates:

Any changes or additions to catering orders can be updated immediately in Outlook. These real-time updates ensure accurate communication with catering providers, which contributes to a smooth process..

Adapting the number of attendees:

Mobile usage:

The seamless integration of Outlook with mobile devices makes it possible to manage catering bookings from anywhere. This is especially convenient for business travelers or people working on the go.

Clear communication:

The direct communication channel via Outlook with catering providers simplifies the coordination of special requirements or changes. This helps minimize misunderstandings and establish clear guidelines.

Cost transparency:

Linking catering bookings to event details in Outlook enables better control over expenses and budget. This is essential for economical event planning.

Increased productivity:

The integration of catering bookings in Outlook reduces the workload and prevents tasks from having to be completed in different applications. This increase in efficiency allows more time and energy to be spent on actual event planning and execution.

How does arbooMEET help to book catering through Outlook?

With arbooMEET you have the possibility to add catering services directly when booking a meeting room through seamless integration in your Outlook environment. These options are displayed in the booking window and can be selected effortlessly. arbooMEET ensures that all responsible persons are informed about the information in time and that everything is prepared for the catering. The clear distribution of tasks contributes to an efficient use of time.

The seamless integration of arbooMEET with Outlook provides users with a convenient 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 normally be spent switching between different platforms or communicating with different catering providers.

When opening the booking window in Outlook, users are presented with various catering options that can enhance the meeting experience. These can include menu options, beverage choices, special culinary preferences or additional catering arrangements. The ease of selecting the desired services from the options offered allows users to customize their meetings to meet their individual needs and preferences.

A key benefit of arbooMEET is that all relevant people are informed of the required information in a timely manner. This eliminates the need for manual coordination or subsequent emails, as the integrated software automatically informs 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 adequately prepared for the meeting.

In addition, the clear assignment of responsibilities facilitated by arbooMEET improves the overall efficiency of catering preparation. By assigning specific individuals their respective tasks and responsibilities, work is shared and there is less likelihood of misunderstandings or duplication of effort. This not only saves time, but also promotes an organized and productive approach to organizing catering.

In summary, arbooMEET’s integration with Outlook provides users with a convenient and efficient solution for booking catering services and options for their meetings. Seamlessly integrating within the familiar Outlook environment, arbooMEET simplifies the process of selecting and coordinating additional catering services, ensuring timely communication and enabling effective use of resources.

What should I look for when booking catering for meetings?

Type of meeting:

The type of meeting directly influences the type of catering that is the best fit. For a formal conference, a business lunch with a wide selection of dishes might be appropriate, while for a casual team meeting, snacks and finger foods might be a better choice.

Number of attendees:

Accurately estimating the number of participants is critical to ensure there is enough food for everyone. Estimating too high or too low can lead to waste or insufficient food.

Nutritional Requirements:

It is important to consider the dietary needs of participants to ensure that something suitable is available for everyone. Consider vegetarian, vegan, gluten-free or allergy-friendly options.

Choice of menu:

A diverse menu is important to serve different tastes. Consider different dishes to satisfy both meat eaters and vegetarians. Think about beverage options as well.

Presentation:

The way the catering is presented contributes to the atmosphere of the meeting. A beautifully designed buffet or attractively arranged platters can have a positive impact on the overall experience.

Timing:

Schedule catering to be available in time for breaks or meals. Long waits can delay the flow of the meeting, while catering too early can cause food to get cold.

Budget:

Set a budget and discuss it with the catering provider. Share your budget limit so that suitable options can be suggested that are within your financial limits.

Flexibility:

Find out if the catering provider is flexible when it comes to changes or additional orders. Short-term adjustments might be necessary and it is important to know if the provider supports this.

Service included:

Clarify if the caterer will provide dishes, cutlery, napkins and beverages. 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 insight into the quality of the food, the service, and the reliability of the provider.

Contract requirements:

As long as there is an outside caterer, read the catering contract thoroughly to understand all the details. Clarify questions about delivery, cancellation, payment terms and possible fees.

Communication:

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

Request catering, seating options and services

arbooMEET provides a fully comprehensive and integrated process for ordering catering and services. It also allows users to choose seating options.

Individual settings can be defined for each catering, covering various aspects. This includes available food and beverages, required lead times for orders, available additional services, and assigned responsibilities. This gives customers a clear overview and choices that meet the specific requirements of their catering needs.

During the catering booking process, customers have the ability to make adjustments 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 appropriate people review and process the orders accordingly. The system keeps everyone involved informed with automated status updates and sends detailed order summaries to those responsible. This ensures that every step of the process is transparent and traceable and that all parties involved are always up to date.

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

Quick and easy catering booking

In just a few steps you can add catering to your appointment directly in Outlook in arbooMEET. The product selection is defined for your meeting rooms and products can be ordered in the appointment while respecting the lead time. Responsible persons and users are informed depending on the release status.

It can be defined in the company who is responsible for changing over the seating. In the individual rooms, it is then defined which seating options are available. This can range from a classic conference arrangement to a U-shape to a lounge arrangement for informal meetings.

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

This integration of seating options into the booking process allows requests for seating to be communicated efficiently and reliably to the responsible parties. The user is kept up to date on the status of their order, providing transparency and satisfaction.

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

Order seating options

The ability to select and order seating options is an important part of a comprehensive room booking system. Different event formats require different arrangements of seating. Whether it’s a conference, a workshop or a training session – the right seating makes a significant contribution to a successful meeting.

Availability of additional services

Our room booking system offers the possibility to provide a variety of additional services and objects. This function is particularly useful in companies where certain resources or services are not available as standard in every room. These include, for example, moderation cases, pin boards or support from building services.

Specific settings can be stored for each site, covering a wide range of aspects. These include available products, required lead times for orders, available services and defined responsibilities. This provides users with a clear overview and choices according to the specific requirements of their site.

During the booking process, users can order seating changes according to the type and size of the event. In addition, the system also allows users to request additional services, all within the same user interface.

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

This functionality takes the convenience and efficiency of room booking to a new level by providing an all-encompassing solution for event planning and execution.

arbooMEET – our Outlook meeting room booking system

In today’s business world, where meetings and events are critical, an efficient and integrated room booking system like ours offers undeniable added value. The ability to reserve rooms, order catering and request additional services, all within the same platform and without media disruption, streamlines processes and increases productivity. Seamless integration with Outlook eases the transition and allows users to work in their familiar environment. In addition, process automation and system transparency improves efficiency and minimizes 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.

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