Planning guide
Conference Catering Checklist (Sydney)
Everything to lock in when you’re catering a Sydney conference — timings, headcounts, dietaries and budget — plus an instant estimate.
Last updated: 26 August 2026
Get it right the first time
Plan conference catering that runs on time
A conference lives or dies on its breaks. Coffee that runs out, a lunch that arrives late, or a room with nowhere to set up will be what delegates remember. Use the checklist below to brief your caterer properly — it’s the same information we ask for when we run coffee and catering for conferences across Sydney.
- Confirm your final headcount 48–72 hours out, along with a simple run-sheet of session start and break times.
- Match catering to the agenda: arrival coffee, a mid-morning tea, a working lunch, and an afternoon pick-me-up to beat the 3pm slump.
- Plan coffee capacity: one barista serves roughly 60–80 coffees an hour — add a second cart or barista for 150+ delegates or short breaks. See how many baristas you need.
- Collect dietaries early: vegetarian, vegan, gluten-free and allergen counts — everything we send is clearly labelled.
- Sort delivery and setup: confirm loading dock and lift access, plus a spot with power for the coffee cart.
- Set the budget: working lunches from $15/head, morning tea boxes, and grazing tables — run the numbers with the estimator below.
- Sort invoicing: GST tax invoice with your PO or cost-centre details for procurement.
Base rate applies — pricing may vary for dietary requirements and menu customisations.
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Common questions
Conference catering in Sydney — FAQs
How far ahead should we book conference catering?
For a single-day conference, two to three weeks is comfortable; for multi-day or 150+ delegates, give us three to four weeks so we can lock in enough baristas, carts and catering. We’ll always try to help with shorter notice — just ask.
How much coffee should we plan per delegate?
Most delegates have one coffee at arrival and another at each break. Plan on one barista per roughly 60–80 coffees an hour, and add a second for large groups or tight 15–20 minute breaks so nobody queues past the session start.
Can you handle dietaries and allergens for a big group?
Yes — give us vegetarian, vegan, gluten-free and allergen counts with your final numbers and we’ll cater and clearly label everything so delegates can grab what suits them.
Can one supplier do both coffee and catering?
Yes — that’s exactly what we do. One booking and one invoice covers barista service plus morning tea, working lunch and grazing, all delivered and set up together.
Explore more: Catering options · Catering cost per head · How many baristas? · Coffee cart hire
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