Originally Posted On: https://www.bonsoircaterers.com/2026/11/13/how-to-order-self-service-catering-for-a-brooklyn-ny-office-lunch-of-40/
What You’ll Need
Ordering catering for 40 people in Brooklyn takes about 45 to 60 minutes of actual work, spread over a week or two. Here’s what to have in hand before you pick up the phone.
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Final headcount: a firm number for 40, plus a quick poll on vegetarian, vegan, gluten-free, and allergy guests.
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Budget per person: a set figure, not a rough guess. Self-service lunch usually costs less than full-service, but it only stays cheap if you plan portions.
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Delivery address and contact: the exact suite or floor, plus the name and cell number of whoever will meet the driver.
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Building rules: whether your Downtown Brooklyn, DUMBO, or Industry City building needs a certificate of insurance, a freight elevator booking, or a lobby sign-in.
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Serving space: a conference room or kitchen counter with 6 to 8 feet of table space and nearby outlets if you want hot food held warm.
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Event details: date, start time, and a 30-minute buffer before the first guest eats.
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Approval: sign-off from whoever holds the budget, so you can pay the deposit the same day.
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A short list of questions: delivery fee, taxes, serving tools, and cleanup. You’ll find them in Step 5.
Skills needed: basic math and a willingness to ask direct questions. That’s it. No cooking required.
Time breakdown: about 15 minutes to gather headcount and dietary needs, 20 minutes to compare options and choose a menu, and 15 to 20 minutes on the phone to place the order and get the written quote.
Forty hungry coworkers. One conference room. A lunch order that has to land at 12:15 sharp, not 12:50. Office catering in Brooklyn, NY looks easy until you’re the one who clicked “order” and now owns every cold wrap and missing napkin.
Here’s what 30 years in off-premises kitchens taught this Brooklyn-born chef: the food is rarely the problem. The problem is the stuff nobody asked about. Can the van reach your loading dock on Jay Street? Does the building want a certificate of insurance? How many of your 40 people don’t eat meat? (It’s usually more than you’d guess.)
Self-service catering is the sweet spot for most office lunches. You get hot entrees, fresh salads, and sandwich platters set out buffet-style, without paying for a full wait staff. It’s cheaper than a plated meal and a big step up from a stack of fast food party trays.
But cheap shouldn’t mean short portions or a soggy, late delivery. And that’s exactly why the order itself deserves a plan. Get the headcount, budget, and building rules right up front, and the lunch runs itself. Skip them, and you’ll spend your lunch hour on the phone.
What You’ll Get Done and What to Have Ready Before You Call
A Williamsburg office manager once booked lunch for 40 on a Tuesday and forgot to ask about the freight elevator. The food showed up on time. It sat in the lobby for 25 minutes while someone hunted down the building super. Lukewarm chicken, annoyed staff.
The Goal: A Hot, On-Time Lunch for 40 Without Babysitting It
The target is simple. Food lands at the right door, stays hot, and nobody on your team plays waiter. With catering set up as self-service, a Brooklyn crew gets buffet-style trays, serving utensils, and a clean setup. You skip the cost of a full waitstaff.
Your Prerequisites: Headcount, Budget Per Head, Delivery Address, and Building Rules
Gather these before dialing. A caterer can quote in minutes when you have them. Without them? Expect three callbacks.
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Headcount: Confirm 40, then add 10% for drop-ins. Ask about vegetarian and vegan guests too.
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Budget per head: Office lunch in Brooklyn typically runs $18 to $35 a person. Pick your number first.
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Delivery address: Include the floor, suite, and a cell number for day-of contact.
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Building rules: Ask whether you need a certificate of insurance, a loading dock slot, or freight elevator hours.
Skip one item and lunch slips. Have all four ready, and the call takes ten minutes.
Step 1: Lock Your Headcount, Dietary Needs, and Budget for 40 People
Forty people means forty plates, not thirty-five. Brooklyn offices run on RSVPs that slip, so pad the final count by two or three and confirm it 72 hours before delivery. Self-service setups forgive small swings. Staffed ones don’t, which is why a full service catering quote is built around a locked headcount.
Count Vegetarian, Vegan, and Allergy Guests Before You Pick a Menu
Send a two-question survey: diet and allergies. Done in a day. For an office of 40, plan on roughly:
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6 vegetarian guests
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3 vegan guests
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2 to 4 allergy guests (nuts, gluten, shellfish)
And ask for the exact allergen, not just “I’m allergic.” Label every tray when it lands, too. Nobody should have to hunt down the person who ordered lunch.
Set a Per-Person Number So Cheap Catering Doesn’t Turn Into Short Portions
Pick the number first.
A solid Brooklyn office lunch of sandwiches, salads, and sides runs about $22 to $30 per person. Multiply by 40, then add 20 percent for delivery, tax, and tip (yes, even on drop-off).
Cheap catering goes wrong when nobody sets a ceiling and the cheapest tray wins. Sandwich platters and hearty sides stretch further than appetizers or finger food. Why? Fillers fill. Budget about 1.25 sandwiches per guest, and nobody leaves hungry at 2 p.m.
Step 2: Decide Whether Self-Service Catering Is the Right Fit Over Chain Restaurant Trays
Is a tray of Chick-fil-A nuggets really the best you can do for 40 coworkers? Sometimes, yes. Often, no.
Self-Service Catering vs. Chick-fil-A, Chipotle, or Olive Garden Party Platters
Chain trays win on speed and price. Chipotle and Olive Garden catering are easy to order, and the prices are predictable. But in Brooklyn, delivery windows slip, bridge traffic is real, and a lukewarm pasta tray at 12:30 isn’t a good look. Chain food also tastes the same everywhere. Nobody remembers it.
A self-service caterer sets up hot and cold buffet lines with real chafing dishes, serving utensils, and a menu built around your headcount. For 40 people, expect fresher sandwiches, salads, and hot entrees, plus vegetarian and vegan options that aren’t an afterthought. Bon Soir Caterers, a Brooklyn company since 1977, runs exactly this style of menu.
When Full-Service Staffing Is Worth the Extra Cost for an Office Event
Self-service is the right call for a standard lunch. Pay for staff when the stakes change.
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Client or executive guests who expect plated or attended service.
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Tight schedules where someone must refill and clear the buffet.
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Milestone parties with a bar attached.
Caterers who handle catering for weddings already run staffed events daily, so adding servers to a corporate lunch is routine. Most office lunches don’t need it. The big ones do.
Step 3: Choose a Self-Service Menu That Works for a Crowd of 40
Forty people will usually eat about 15 to 20 percent more than a headcount of 40 suggests, because office lunches draw in stragglers. Plan for 45 plates. Every Brooklyn office learns this once.
Pick Your Core Platters
Start with sandwich and wrap platters, then add one hot entree and one big salad. Finger food and appetizers fill the gap while people trickle in. Self-service catering keeps the cost down because you’re paying for food and delivery, not a full serving staff. Wedding planners study the same pricing logic, and this wedding food catering budget breakdown shows how per-head costs add up.
Do the Portion Math
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Working lunch: 1.5 sandwiches or wraps per person, plus a side.
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Brunch: 2 to 3 pieces per guest, such as bagels, egg dishes, and fruit.
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Working meeting: 6 to 8 appetizer pieces each, if no meal follows.
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Hot entree: 6 to 8 ounces of protein per person.
Add a BBQ or Plant-Based Option
Don’t let your vegan colleague get stuck with a side dish. Reserve 20 to 25 percent of the order for plant-based mains, which means about 8 to 10 portions of 40. A low-and-slow BBQ tray makes a crowd-pleasing hot choice, and a grain bowl or roasted vegetable platter covers everyone else. Label each tray clearly.
Step 4: Confirm Delivery, Setup, and Building Logistics in Brooklyn
Most people figure the food is the hard part of an office lunch. It isn’t. The hard part is getting 40 lunches past a lobby desk — that’s where good catering orders fall apart.
Docks, Freight Elevators, and Lobby Sign-Ins
Call building management before you place the order. In Downtown Brooklyn, DUMBO, and Industry City, many buildings require a certificate of insurance and a freight elevator reservation. Some limit deliveries to specific hours. Ask for the rules in writing, then send them to your caterer.
Delivery Windows, Parking, and Traffic
The BQE and the Brooklyn Bridge approaches can swallow 30 minutes without warning. Here’s what works:
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Set a delivery window 45 to 60 minutes before the lunch starts.
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Give the driver a name and cell number for the lobby contact.
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Ask where the van can legally park or load.
Tables, Chafing Dishes, Utensils, and Cleanup
Never assume. A self-service menu usually means food arrives set up, but tables, linens, and serving utensils may cost extra. Confirm who brings the chafing dishes and fuel, plus plates, napkins, and trays for a buffet line. Then settle cleanup. Does the caterer pick up pans, or do you toss them?
Bon Soir Caterers will walk through these details by phone. Ask early.
Step 5: Place the Order, Get the Quote in Writing, and Set the Timeline
An office manager in Downtown Brooklyn books lunch for 40 on a Monday for that Thursday. The caterer says yes, then the delivery window lands at 12:45 and the sandwiches show up without the vegan trays. Nobody wanted that call. Here’s how to avoid it.
How Far Ahead to Book
Aim for 7 to 10 days out for self-service catering. That gives the kitchen time to source properly and gives you room to fix mistakes. Need a rush order for 40? Call before 10 a.m., keep the menu simple (a sandwich platter, a salad, a tray of appetizers), and expect a rush fee.
What the Written Quote Should List
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Menu: every item, with portion counts
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Headcount: 40, plus any buffer you agreed on
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Delivery fee: and the arrival window
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Taxes: NYC sales tax shown separately
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Extras: utensils, chafers, serving staff, setup
If it isn’t on paper, it isn’t promised.
Questions to Ask Before You Pay a Deposit
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What’s the deposit, and is it refundable?
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When is the final headcount due?
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How are dietary needs labeled on the trays?
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Who do I call if delivery runs late?
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Does the building require a freight elevator or loading dock?
That last one trips up plenty of Manhattan and Brooklyn offices. Ask it.
Common Mistakes and Troubleshooting for Office Catering Orders
Guessing is the fastest way to wreck an office lunch.
Brooklyn offices that order “about enough” end up with 12 hungry people and a picked-over tray of sandwiches by 12:20.
Ordering by Guess Instead of Headcount
Get a real number. Send a quick poll two days out, then add 10% for the guy who always wanders in late. For 40 people, that means ordering for 44. Self-service catering runs on portions, so the count matters more than the menu.
Forgetting Labels, Plates, Napkins, or Serving Tools
Food without tongs is just a standoff. Before you confirm, check the order against this list:
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Dietary labels for vegan, vegetarian, and gluten-free trays
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Plates, forks, and napkins for 44
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Serving spoons and tongs for every platter
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Chafing fuel if the buffet needs to stay hot
Late Deliveries and Cold or Short Orders
Ask for a delivery window 45 minutes before lunch, not at it. Call the caterer the moment the van runs 15 minutes late. If the food arrives cold, photograph it and call right then (not after lunch). Same goes for a short count. A good boutique caterer will fix it that day.
Missing Building Access Rules
Many Brooklyn and Manhattan buildings require a certificate of insurance, a freight elevator booking, or a loading dock slot. Ask your property manager a week ahead. Otherwise, your lunch sits on the sidewalk.
Final Check: How to Confirm Your Brooklyn Office Lunch Is Ready to Go
Is the lunch locked in, or just “probably fine”? Those aren’t the same thing. After 30 years of off-premises catering, I can tell you that most office lunch hiccups start with a missed confirmation, not bad food.
A 48-Hour Confirmation Checklist
Two days out, make one call. Don’t rely on email alone.
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Headcount: Confirm 40 guests, plus a small buffer of 3 to 5 for walk-ins.
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Delivery window: Get a 30-minute arrival slot, and ask about Brooklyn traffic on the BQE or Flatbush.
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Building access: Tell the driver which entrance, which floor, and whether the freight elevator needs booking.
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Dietary labels: Verify vegetarian, vegan, and allergy trays are marked.
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Extras: Count serving utensils, chafing fuel, plates, and napkins.
What to Inspect When the Food Arrives
Check before the driver leaves. Hot dishes should feel hot, and cold platters should sit chilled. Match every tray against your order sheet. Look at the sandwiches, salads, and appetizers for freshness and tidy presentation.
Short on anything? Say so right then.
Next Steps: Collect Feedback and Rebook
Within a day, ask your team two questions: what did they love, and what ran out first? Send those notes to your catering contact. A good caterer wants that detail, and it sharpens the next order. Then rebook while it’s fresh. Holiday and Super Bowl dates fill fast, so locking in your favorite caterer early beats scrambling later.
How-To FAQ
How far ahead should I order self-service catering for 40 people in Brooklyn?
Book at least 7 to 10 days ahead for a lunch of 40. That gives the kitchen time to plan the menu and gives you room to fix building access problems. Need it sooner? Call instead of emailing, and ask straight out whether they can take a rush order. Some can. Many can’t during December or around big game days.
What’s the cheapest way to feed 40 people without short portions?
Pick a self-service menu and skip the extra staff. Self-service spreads like sandwich and wrap platters, a hot pasta tray, and a big salad cost less than a full-service plated meal because you aren’t paying servers. Set a per-person budget first, then ask the caterer to build the menu to that number. Don’t cut the headcount to save money. Running out of food costs you more in goodwill than a few extra trays ever will.
How much food do I need per person?
Plan on roughly 1.25 sandwiches or wraps per person for a working lunch, or about 8 to 10 ounces of hot entree plus a side. For 40 people, that’s around 50 sandwich halves and wholes combined, or three to four full hot trays. Add 10 percent if the crowd is mostly hungry guys or it’s an all-day meeting. Your caterer will have their own math, so ask them how they count it.
Is chain restaurant catering a good substitute for a local caterer?
It works for a quick, small order — it gets shaky at 40. Chains like Chick-fil-A, Chipotle, or Olive Garden have set trays and set menus, and delivery into a Brooklyn office building can be hit or miss. A local off-premises caterer will adjust the menu, label dietary items, and deal with your freight elevator. That flexibility is what you’re really paying for.
What should I do if the food arrives cold, late, or short?
Call the caterer right away, before you set anything out. Check the count against your written quote, take a quick photo of the trays, and tell them exactly what’s missing. A decent caterer will send a replacement or credit you. Keep a few backup options in mind, like a nearby deli, in case you need a fast fix. This is also why you ask about delivery windows when you book.
What building rules trip people up most in Brooklyn?
Loading dock hours and freight elevator reservations cause the most trouble. In Downtown Brooklyn, DUMBO, and Industry City, many buildings require a certificate of insurance or a lobby sign-in for outside vendors. Ask your property manager two days ahead, then pass the details to the caterer. It takes five minutes and saves a delivery driver from circling the block on Jay Street.
A lunch for 40 goes well when the planning happens before the phone call, not during it. The office manager who knows the headcount, the vegetarian and allergy count, and a firm per-person budget walks into the order with leverage nobody can argue with. That’s the whole game.
Building rules matter just as much as the menu. A freight elevator reservation or a lobby sign-in list in Downtown Brooklyn, DUMBO, or Industry City can stall hot food faster than any traffic jam on the BQE. Get the details in writing, and ask who brings the chafing dishes, utensils, and napkins.
Self-service catering also earns its place for a team lunch. Quality food, clean presentation, no staffing bill. Full service only makes sense when the event calls for it.
The next step is simple. Confirm the headcount — dietary numbers with the team this week, then call Bon Soir Caterers at 718.763.9420 and ask for a written quote on a self-service menu for 40. Do it today, and the lunch is handled.
Bon Soir Caterers
1421 E 63rd St., Brooklyn, NY 11234
(718) 763-9420
bonsoircaterers.com
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