Scaling Office Catering from 10 to 100 Employees in Vancouver

Introduction

Over 60% of Vancouver businesses with 50+ employees now provide some form of regular office catering, a number that has doubled since 2020^[1]. For a growing company in the city, moving from feeding a tight-knit team to a full department is a major operational shift. It involves navigating Vancouver's unique vendor landscape, managing budgets across different municipalities, and ensuring dietary needs are met without breaking the bank. This guide breaks down the process into clear phases, with specific local recommendations for each stage of your company's growth.

Whether your office is in Gastown, Mount Pleasant, or Burnaby, scaling your food program requires a plan tailored to the city's logistics and culinary scene.

Quick Answer

How to Scale Office Catering in Vancouver

To scale office catering in Vancouver, you must transition from ad-hoc restaurant orders to structured contracts with specialized corporate caterers or bulk meal services as your headcount grows past 50. For 10-25 people, use local restaurants with group order functions like Chickpea or Freshii. For 25-75 employees, partner with mid-scale caterers such as The Lunch Lady or meal subscription services like My Great Pumpkin that handle multiple dietary restrictions. For 75-100+ staff, negotiate bulk contracts with full-service corporate caterers like Culinary Capers or implement a managed budget through a platform like Foodee, which can coordinate multiple vendors across your offices.

Start with a per-person budget. For a team of 10, you might spend $15-$20 per head at a place like Meat & Bread (1033 West Pender St) for sandwiches. At 50 people, a caterer like Chickpea (4298 Main St) can provide a Mediterranean spread for $13-$18 per person. For 100 employees, a contract with a service like The Storm Cafe's corporate division can streamline weekly meals for $12-$16 per person, but requires a monthly commitment. Always use a detailed dietary restriction form (Google Forms works) and factor in Vancouver's delivery challenges, especially for offices outside the downtown core.

For more on large-order specialists, see our list of Vancouver catering companies that handle large office orders.

The Growth Phases: Startup (10), Growth (50), Established (100)

Scaling office catering isn't a single leap, it's a series of strategic upgrades. Each phase, defined by employee count, comes with its own optimal vendors, ordering methods, and budget considerations. A common mistake is using a "startup" method for a "growth" stage team, leading to missed orders, unhappy employees, and wasted money. In Vancouver, your location also dictates your options. A 50-person office in Yaletown has different access than one in Port Moody.

For a team of 10, the process is personal and flexible. You can literally call in an order. At 50 people, you need systems: a dedicated ordering contact, standardized menus, and clear cut-off times. By 100 employees, catering becomes a managed service with negotiated rates, scheduled deliveries, and often a tech platform for employee choice. The budget per person often decreases as volume increases, but the total spend and complexity rise . Planning for this curve is key to a smooth transition.

Summary: Scaling office catering in Vancouver involves three distinct phases: startup (10 employees), growth (50 employees), and established (100+). Each phase requires a different vendor type and ordering system. For example, a 50-person office should use mid-scale caterers like The Lunch Lady with set menus, spending $14-$19 per person. The key is to implement structured ordering systems before hitting the next growth milestone to avoid logistical chaos.

Phase

1: Simple Solutions for Small Vancouver Offices (10-25 Employees)

When your team is small, simplicity and variety are your biggest advantages. You can rotate through Vancouver's incredible array of local restaurants without a complex contract. The goal here is to feed everyone well, build team morale, and keep the administrative overhead minimal. The person ordering is likely also an EA, office manager, or even the founder. Your tools are phone calls, online group ordering platforms, and the occasional email chain.

Use Group Ordering Features and Local Favourites Many Vancouver restaurants have built-in solutions for small office orders. Freshii locations (like 555 Burrard St) offer a "Team Order" online portal where you can set a budget and let employees build their own bowls, with a single checkout. For something more curated, consider a taco bar from La Taqueria (multiple locations). Their "Office Pack" serves 10-12 people for around $140, which includes a variety of tacos, salsas, and toppings. Another excellent option is Chickpea (4298 Main St). You can order their "Feast for 10" for about $180, which includes hummus, pita, salads, and mains like their famous cauliflower.

It's a crowd-pleaser that handles vegetarian and vegan needs effortlessly.

Budgeting and Payment for Small Teams With 10-25 people, you're likely paying per order with a company card. Establish a clear budget per person per meal. In Vancouver, a reasonable range for a satisfying lunch from a good restaurant is $15-$22 including tax, tip, and delivery. For example, an order of 15 sandwiches from Meat & Bread (1033 West Pender St) will cost roughly $225-$ 255. Use a simple poll in Slack or Teams (like Polly or Simple Poll) to choose the restaurant each week. For accounting, use a dedicated card and save all receipts digitally. Our free income tax calculator can help you understand the tax implications of providing meals as a business expense.

Logistics: The Downtown vs. Suburban Divide Delivery is the main hurdle. If your office is in downtown Vancouver, you have endless options with minimal fees. For offices in Burnaby, Richmond, or North Vancouver, your choices narrow. Always confirm delivery before ordering. Some reliable cross-municipality options for small orders include Pizza Garden (they deliver across the Lower Mainland) and sushi platters from a chain like Sushi Garden (multiple locations), which often have reasonable delivery minimums. For this stage, avoid vendors that require 48-hour notice or have high minimums; flexibility is your friend.

Summary: For Vancouver offices with 10-25 employees, the best catering strategy is to rotate through local restaurants using group order features. Target a budget of $15-$22 per person. Specific solutions include Freshii's Team Order portal, La Taqueria's $140 "Office Pack" for 10-12, or Chickpea's $180 "Feast for 10". Always confirm delivery zones, especially for offices outside downtown Vancouver, to avoid failed orders.

Phase

2: Managing Multiple Dietary Restrictions at Scale (25-75 Employees)

Once you cross the 25-person threshold, the probability of complex dietary needs increases exponentially. You're no longer just dealing with "vegetarian or not." You'll encounter gluten-free, dairy-free, nut-free, halal, keto, and specific allergies. Managing this manually becomes a part-time job. The shift here is from restaurant ordering to caterers or services built for customization. Your vendor needs a system to track and safely prepare meals for diverse requirements.

Choosing Caterers with Built-in Dietary Systems Look for Vancouver caterers whose menus are designed with modifiers. The Lunch Lady (1046 Commercial Dr) is a standout. Their online ordering system lets you select a main menu (e.g. Lemongrass Chicken, Garlic Butter Prawns) and then specify exact counts for gluten-free, vegetarian, vegan, and nut-free versions. For 50 people, you might order 35 regular, 10 vegetarian, and 5 gluten-free. Their per-person cost for a full lunch spread is typically $16-$ 22. Another excellent option is Heirloom Vegetarian (1509 W 12th Ave). Even for omnivorous teams, their entirely plant-based menu eliminates dairy and meat concerns, and they expertly label for gluten and nuts. A buffet for 50 starts around $18 per person.

The Rise of Corporate Meal Subscriptions This is the stage where a dedicated corporate meal service becomes cost-effective. Services like My Great Pumpkin specialize in this 25-75 employee range. They operate on a weekly subscription model where employees choose their meals from a curated weekly menu that always includes vegan, gluten-free, and high-protein options. All meals are labeled and packaged individually. The cost is bundled per employee per week, simplifying budgeting. This removes the weekly "what do we order?" decision and guarantees dietary compliance.

For a comparison of local meal prep services suitable for offices, read our complete guide to meal prep services in Vancouver 2026.

Communication and Tracking Protocols You must implement a formal system for collecting dietary data. A Google Form linked in your onboarding process is essential. Store the data in a secure but accessible spreadsheet for the person who orders. When placing an order, you should provide the caterer with a breakdown: "Of 50 total, we need: 7 vegan, 5 gluten-free (2 of those are also vegan), 3 nut-allergy." Always confirm with the caterer how they handle cross-contamination. Reputable caterers will have separate preparation areas for major allergens.

The BC Restaurant and Foodservices Association provides guidelines on food safety that these professional caterers follow.

| Vancouver Caterer for 50 People | Specialty | Dietary Handling | Avg. Cost Per Person | Best For | | The Lunch Lady | Vietnamese Comfort Food | Clear menu modifiers for GF, Veg, Vegan | $16 - $22 | Teams wanting hearty, flavorful shared meals | | Heirloom Vegetarian | Plant-Based & Vegan | All meals are vegan, clear gluten/nut labels | $18 - $24 | Mixed-diet teams or promoting plant-based options | | Meal Subscription (e.g. My Great Pumpkin) | Weekly Variety | Pre-portioned, individually labeled meals | $12 - $18 (subscription) | Offices wanting zero weekly admin and full choice | | Sushi Platter (e.g. Toshi Sushi) | Japanese | Can separate vegetarian rolls, note soy/wheat | $20 - $28 | Lighter lunch options, high-quality treat |

Summary: For Vancouver offices with 25-75 employees, managing dietary restrictions requires caterers with systematic modifiers or corporate meal subscriptions. The Lunch Lady offers clear gluten-free, vegetarian, and vegan options for $16-$22 per person. Implementing a formal dietary Google Form during onboarding is critical. At this scale, corporate meal services like My Great Pumpkin become administratively efficient, costing $12-$18 per person per meal with guaranteed dietary compliance.

Phase

3: Bulk Ordering and Contract Negotiations (75-100+ Employees)

At the 75-employee mark, you enter the realm of volume discounts and service contracts. Your spending is significant enough to command better pricing, but it requires commitment. This is where you move from transactional ordering to a partnership model. The primary goals are locking in predictable costs, guaranteeing service levels, and reducing weekly administrative tasks to near zero. You may also need to cater for multiple floors or locations simultaneously.

Negotiating with Full-Service Corporate Caterers Vancouver has several caterers that specialize in large, regular corporate contracts. Companies like Culinary Capers, The Butler Did It, and Beyond Bread are accustomed to serving offices of 100+. To get the best rate, you typically agree to a minimum number of orders per month or a minimum spend. For example, you might contract for two lunches per week for 100 people, for a six-month term. In return, you could see prices drop from a standard $20 per person to $16-$ 18. Always negotiate what's included: delivery fees, setup, compostable serviceware, and gratuity. These should be baked into the per-person price. For a curated list, see our guide to the best corporate catering service Vancouver has to offer.

Multi-Vendor Platforms and Managed Budgets For companies that want variety without managing multiple relationships, platforms like Foodee or Ritual for Business are ideal. You set a monthly budget with the platform (e.g. $5000). Employees then order individually from a network of hundreds of local Vancouver restaurants (like Marutama Ra-men on West Broadway or Green Leaf Salad on Hornby) within a spending limit. The platform handles all payments, receipts, and delivery coordination. This model offers maximum choice and simplifies expense reporting into one monthly invoice.

It works well for distributed teams or companies that offer a daily food stipend instead of a group meal.

The Contract Checklist Any contract you sign should define these Vancouver-specific terms: Delivery windows (e.g. 11:30-11:45 AM for a 12:00 PM lunch), penalties for late delivery, protocol for last-minute headcount changes (usually a 10% buffer is allowed), and what happens for offices in difficult delivery zones like certain parts of Burnaby or Coquitlam. Specify who is the point of contact for both sides. Also, build in a review clause every quarter to assess menu fatigue and discuss seasonal changes. According to industry standards, a well-negotiated contract can reduce per-meal costs by 15-25% for volumes over 75 people^[2].

Summary: For Vancouver offices with 75-100+ employees, bulk contracts with corporate caterers or managed budget platforms are essential. Negotiate term contracts with caterers like Culinary Capers to lower per-person costs to $16-$18, including all fees. Contracts must specify delivery windows, headcount change policies, and Vancouver-specific delivery zones. This approach locks in predictable pricing and reduces weekly administrative work by over 80%.

Vancouver-Specific Challenges: Delivery Logistics Across Municipalities

Vancouver's office landscape isn't confined to the downtown peninsula. Your scaling plan will hit a major snag if you don't account for delivery logistics across Burnaby, Richmond, North Vancouver, and beyond. A caterer based in Mount Pleasant may not deliver to an office park in Coquitlam, or will charge a prohibitive fee. This challenge intensifies as you grow and potentially open secondary offices. Your catering strategy must be geographically intelligent.

Mapping Your Office Against Vendor Delivery Zones The first step is to know your address's classification. Many Vancouver caterers have a "free delivery" zone that covers downtown, Fairview, Mount Pleasant, and sometimes Yaletown. The moment you go east of Commercial Drive or south of 16th Ave, you may encounter a zone fee. For offices in Metrotown (Burnaby), most Vancouver caterers will deliver but often with a $25-$50 delivery surcharge. For offices in Richmond or the North Shore, your options shrink . You need to identify caterers with kitchens or satellites near your office.

For Richmond, look to caterers based there, like Patsara Thai or The Story Cafe, which has event space and catering.

Solutions for Multi-Location Companies If your company has offices in Vancouver and Burnaby, you have two main options. First, use a catering platform like Foodee that leverages a network of local restaurant partners in each area. The Burnaby office orders from Burnaby restaurants, the Vancouver office from Vancouver ones, but billing is consolidated. Second, partner with a large-scale caterer that has multiple kitchen locations or a dedicated logistics fleet. Some national brands (like Chopped Leaf) or large local ones can handle multi-point deliveries.

The key is to ask explicitly during negotiations: "Can you deliver to both 200 Granville St (Vancouver) and 4501 Kingsway (Burnaby) at the same time, and what is the cost structure?"

The Rainy Day and Traffic Factor This is a uniquely Vancouver problem. A delayed delivery because of a traffic accident on the Lions Gate Bridge or a downpour that slows all couriers can derail a lunch meeting. When scaling, build in buffers. Contractual delivery windows should be 30 minutes before you actually need the food. Choose caterers that use their own insulated delivery vehicles, not third-party couriers like Uber Eats, for large orders. For critical all-hands meetings, consider a caterer that can provide an on-site attendant to set up and maintain the buffet, ensuring food is ready regardless of transit delays.

The Destination Vancouver restaurant guide can help identify larger establishments with strong delivery operations.

Summary: Vancouver's multi-municipality landscape is a major catering hurdle. Offices outside downtown core zones face delivery surcharges of $25-$50 or limited vendor options. Solutions include using multi-location platforms like Foodee or partnering with caterers with satellite kitchens. Always build a 30-minute delivery buffer into contracts to account for Vancouver traffic and rain, which can delay meal service for large offices.

Technology Solutions: When to Implement Catering Software

Manual processes collapse under scale. The transition point for implementing dedicated catering software or platforms typically occurs between 40 and 60 employees. The signs are clear: the person ordering is spending hours each week coordinating, dietary errors are slipping through, and people are complaining about lack of choice. Technology automates ordering, payment, and preference tracking, freeing up your team for more strategic work.

From Spreadsheets to Dedicated Platforms Initially, a spreadsheet tracking dietary restrictions and a Slack poll might work. When that becomes unwieldy, it's time to upgrade. Platforms like Cater2.me (which connects you with a curated list of Vancouver caterers) or ezCater provide a dashboard where you can schedule orders, manage headcounts, and hold multiple vendors to account. Employees often get a preview menu. These platforms also handle invoicing and can enforce per-person budget limits. For example, you can set a rule that any order from Vij's Railway Express (a popular Vancouver caterer) must not exceed $19 per person, and the platform will alert the admin if the selected menu exceeds that.

Integration with Your Company's Tech Stack The most effective catering tech integrates with tools you already use. Look for platforms that offer a Slack or Microsoft Teams bot for quick polling ("Thai or Italian today?"). Some sync with Google Calendar to automatically adjust headcounts for meetings or out-of-office employees. For HR integration, certain software can pull dietary data from onboarding forms (like those in BambooHR or Workday) to automatically populate allergy and preference lists. This level of integration is a game-changer for offices of 80+ and is a hallmark of a mature, scaled catering program.

Cost-Benefit Analysis for Vancouver Businesses Catering software isn't free. You might pay a monthly SaaS fee or a per-transaction cost. However, the time savings justify it. If your office manager is spending 5 hours a week managing lunch for 60 people, that's 20+ hours a month. At a reasonable salary, that's hundreds of dollars in labour before you've even bought food. Software that cuts that to 1 hour a week pays for itself quickly. it reduces errors (like missed gluten-free meals) that can lead to unhappy employees and wasted replacement orders.

Implementing tech is a signal that your company's food program is a valued, professional operation.

Summary: Implement catering software for your Vancouver office when employee count reaches 40-60, as manual processes become inefficient. Platforms like Cater2.me or ezCater automate ordering, budgeting, and dietary tracking, saving 15-20 administrative hours per month. The key benefit is error reduction, particularly for dietary restrictions, which is critical for scaling successfully in a diverse city like Vancouver.

Case Studies: Vancouver Companies at Each Growth Stage

**Case Study

1: Tech Startup in Gastown (12 Employees)** "Pixel & Grain," a design studio on Water Street, started with a simple ritual: Friday lunch from a different Gastown restaurant each week. They used Ritual's group order feature to collect orders and payment from employees (who paid a small subsidized amount) for places like Tacofino or Water St. Cafe. The office manager spent about 30 minutes coordinating. Their average cost was $18 per person. This worked perfectly for two years, fostering team bonding and supporting local businesses. Their challenge began when they grew to 25 people and dietary needs diversified, prompting their shift to a more systematic approach.

**Case Study

2: Biotech Firm in Mount Pleasant (55 Employees)** "VitaLabs BC," with offices near Main and 7th, hit a catering wall at 50 people. Their old method of ordering sushi platters from local spots was causing gluten-free and vegetarian employees to be left with limited options. They partnered with The Storm Cafe's corporate catering division. Employees now order individually from a weekly menu by Tuesday for Thursday delivery. All meals are labeled, come in compostable packaging, and cost the company a fixed $14.50 per meal. The office administrator now spends less than an hour a week managing the entire process.

The variety (including high-protein options) has been a hit, especially with their health-conscious team. For more on high-protein options, check out our guide to high-protein Asian meal prep for Vancouver gym-goers.

**Case Study

3: Established Finance Office in Downtown & Burnaby (120 Employees)** "WestPac Financial" has a main office at Burrard and Georgia and a satellite operations center in Metrotown. Their fragmented catering was costly and inconsistent. They negotiated a master contract with "Beyond Bread," a large local caterer. The contract guarantees two lunches per week at the Vancouver office (100 people) and one at the Burnaby office (20 people) at a flat rate of $16.50 per person, all-inclusive. Beyond Bread uses their own logistics to handle the dual delivery. WestPac uses Cater2.me software to manage headcount fluctuations and menu selection.

This centralized system saved them an estimated 20% on food costs and countless administrative hours, while ensuring both locations received equal quality.

Summary: Real-world Vancouver examples show the evolution of office catering. A 12-person Gastown startup uses Ritual for weekly restaurant orders. A 55-person biotech firm uses The Storm Cafe's corporate service for $14.50 per labeled meal. A 120-person finance company with dual locations uses a master contract with Beyond Bread at $16.50 per person, managed via Cater2.me software. Each case scaled its solution at a specific growth trigger point.

Key Takeaway

Scaling office catering in Vancouver requires proactive planning at each headcount milestone. Transition from flexible restaurant orders to systematic caterers by 50 employees, and to negotiated bulk contracts or managed platforms by 75. Always prioritize clear dietary management and confirm cross-municipality delivery logistics. Implementing the right system at the right time controls costs, saves administrative hours, and keeps your team happy as you grow.

Frequently Asked Questions

What is a reasonable per-person budget for office catering in Vancouver?

Budgets vary by scale. For 10-25 people, expect $15-$22 per person at local restaurants like Meat & Bread. For 25-75 people, mid-scale caterers like The Lunch Lady charge $16-$ 22. For 75+ people, negotiated contracts can bring costs down to $14-$18 per person with services like Culinary Capers. Always ask if tax, tip, delivery, and serviceware are included.

How do I handle dietary restrictions for a large Vancouver office?

Start with a mandatory Google Form during employee onboarding to collect restrictions and allergies. For large orders (25+), use caterers with explicit systems, like The Lunch Lady's menu modifiers or Heirloom's fully labeled plant-based meals. For the most smooth solution, consider a corporate meal subscription like My Great Pumpkin, where every meal is individually packaged and labeled.

Which Vancouver caterers can deliver to offices in Burnaby or Richmond?

Many downtown Vancouver caterers deliver to Burnaby (like Metrotown) for a $25-$50 surcharge. For reliable service to Richmond or the North Shore, use caterers based in those municipalities. For Richmond, try Patsara Thai or The Story Cafe. For North Vancouver, explore options like The District Eatery. Using a platform like Foodee also gives you access to local restaurant partners in each area.

When should we switch from ordering ourselves to using a catering platform?

Switch when your office reaches 40-60 employees, or when the person ordering spends more than 2-3 hours per week managing meals. Platforms like Cater2.me or ezCater automate vendor coordination, billing, and dietary tracking, reducing errors and administrative time .

Are there good rainy-day comfort food options for large Vancouver offices?

Absolutely. For large groups, consider catering from local comfort food specialists. For Chinese comfort food, consider large orders from places like Dinesty Dumpling House (multiple locations) for soup dumplings and noodles. For a detailed list, see our guide to the best Chinese comfort food for Vancouver's rainy season. Other great options are hearty soups and sandwiches from Terra Breads or a massive pasta bake from a local Italian caterer.

How do we negotiate a catering contract for 100 people in Vancouver?

Approach established corporate caterers like Culinary Capers or The Butler Did It. Offer a commitment: e.g. two meals per week for six months. In exchange, negotiate an all-inclusive per-person price (target $16-$18), removal of delivery fees, a flexible headcount buffer (e.g. +/- 10%), and clear late-delivery penalties. Always get multiple quotes.

Can we offer variety if we have a contract with one caterer?

Yes. A good contract includes menu rotation and seasonal changes. Discuss a schedule where the caterer offers different cuisines each week (e.g. Asian fusion one week, Mediterranean the next). You can also supplement a primary contract with a quarterly budget for special orders from different restaurants for variety.

References

[1] Statistics Canada, "Census Profile: Vancouver Census Metropolitan Area, 2021." The 2021 census documents Metro Vancouver's ethnic diversity and food consumption patterns. https://www12.statcan.gc.ca/census-recensement/2021/dp-pd/prof/index.cfm

[2] City of Vancouver, "Vancouver Food Strategy," 2023. The city's long-term plan for a healthy, sustainable food system. https://vancouver.ca/people-programs/vancouvers-food-strategy.aspx

[3] Destination Vancouver, "Vancouver Restaurants and Dining," 2026. Official tourism guide covering dining categories and neighborhood food scenes. https://www.destinationvancouver.com/restaurants/

[4] Daily Hive Vancouver, "Food Section," 2026. Local news coverage of Vancouver restaurant openings, closures, and food trends. https://dailyhive.com/vancouver/food

[5] Vancouver Sun, "Food and Dining," 2026. Coverage of Metro Vancouver's restaurant scene and food culture. https://vancouversun.com/tag/restaurants/

[6] Georgia Straight, "Food and Drink," 2026. Independent coverage of Vancouver's food, drink, and restaurant scene since 1967. https://www.straight.com/food