What should businesses finalise before booking a 20/10 party?
20/10 Women's Day office catering services are often delivered as a short teabreak, combining light refreshments with activities to show appreciation to female employees. For businesses in Vietnam, this format works well when the event needs to take place during working hours, in a lobby, meeting room, pantry or shared area. According to a guide to 20/10 teabreaks, the difference lies in the flowers, small gifts and warmer atmosphere compared with an ordinary table of cakes and drinks. See more ideas for organising a 20/10 teabreak.
Before contacting suppliers, the administration or HR team should gather the information into a brief. Finalising the requirements correctly from the outset makes quotations easier to compare, reduces the risk of missing items and avoids additional issues during set-up at the office. These items should be reviewed before the event date and updated if the number of people or the work schedule changes.
- The number of attendees, the number of female employees being recognised and the groups using the catering in shifts.
- 20/10 or the internal event date, the table set-up window, service start time and clear-up time.
- Event location: lobby, meeting room, pantry or another shared area.
- Usable area, power supply, transport access and the building's regulations.
- Desired level: teabreak only, teabreak with flowers and gifts, or additional interactive activities.
- The person responsible for approving the menu and decorations, accepting the handover and handling changes on the event day.
Choose a format that suits the working rhythm
For a small office, a shared teabreak table may be a neat solution. If staff are spread across several floors or the number of people is large, the business should discuss with the supplier how to divide the areas or service times, rather than having everyone gather at once.
Don't just send a total attendee number. Tell the supplier each department's break times, the number of floors and the ability to move between areas so they can suggest a suitable way to distribute the catering tables.
Designing the teabreak menu and Gelato station
The 20/10 menu should feel light, be easy to enjoy during working hours and be convenient for guests who are chatting and moving around. Popular suggestions include small cakes, fruit, tea, coffee or juice; however, the final menu should be based on the number of people, service time, space and the supplier's actual capacity.
Making the Gelato station a focal point
A Gelato station can serve as a visual stopping point at the catering table: guests choose an item, receive a serving and have another reason to interact instead of simply taking a cake and returning to their desks. During discussions, the business should ask the supplier to clearly describe the serving format, equipment required, space occupied and the plan for keeping the products in good condition throughout the event.
Do not make assumptions about the number of flavours, serving sizes, utensils or storage time without written confirmation. Businesses can refer to Baby Boss Gelato product lines to get an idea of the possible direction, then send specific requirements to the advisory team.
Principles for choosing items
- Prioritise small portions that are easy to hold and require no complicated handling at the catering table.
- Combine items with different flavours, colours and textures so the catering table does not look monotonous.
- Discuss ingredients, food allergies and alternative options in advance if the office has specific requirements.
- Ask clearly which items are prepared in advance, which are finished on site and how they will be replenished when a tray is nearly empty.
- Coordinate the colours of the cakes, drinks, flowers and display items with the decorative palette, but do not let the decorations overpower the serving area.
If the business wants to explore in greater depth how to build a business model with Gelato, it can refer to Gelato knowledge before finalising the event concept.
Arranging the catering table, backdrop and guest flow
The catering table should be in a clearly visible position without blocking the walkway. A guide to organising a 20/10 teabreak also recommends placing the table where it is easy to see when entering and avoiding areas where employees frequently pass. Read the reference source on how to arrange the catering table.
The layout should check the following in advance
| Item | Points to check |
|---|---|
| Teabreak table | Enough space for people to take items, wait and leave the table without blocking the walkway. |
| Gelato station | A separate position or at the end of the serving flow; confirm the requirements for power, equipment and space in advance. |
| Backdrop or congratulatory board | Place it behind the main area, without covering signs or emergency exits. |
| Flowers and gifts | Clearly separate the areas so recipients can collect them easily, and avoid placing them together with eating and drinking utensils. |
| Bins and utensil return area | Arrange them discreetly but within easy reach to limit rubbish being left on the table. |
The backdrop does not have to be large. A moderately sized congratulatory board, combined with no more than two or three main colours, often helps make the photo area clearly themed while still suiting the office. If there are speeches or games, leave space at the front so the host does not block the catering table.
Coordinating flowers, gifts and appreciation activities
What makes a 20/10 teabreak different from an ordinary light meal is the message of thanks. Flowers can be placed together on the table or prepared individually; gifts can be accompanied by cards, depending on the budget and how the business wishes to express its appreciation.
Checklist for coordinating with internal departments
- Prepare a list of recipients and decide how to handle absences.
- Finalise the message, signatory's name and whether the card will be printed or handwritten.
- Assign someone to receive the flowers and gifts from the supplier and count them during handover.
- Arrange for someone to give a speech or send a short message if the business is holding a group activity.
- Choose a moderate activity such as writing messages, a prize draw or a quiz; confirm the duration so that work is not interrupted.
An appreciation activity does not need to be lengthy to create the right atmosphere. A specific thank-you from a business representative, a thoughtfully prepared card and a convenient serving area are often more important than adding too many elements.
Hygiene, storage and handover controls
Food safety should be treated as a mandatory part of the service requirements, not as a final check. The World Health Organization introduces a set of principles 5 principles for food safety to guide safe food-handling practices for consumers and food handlers. Businesses can use this as a framework for discussions with suppliers: refer to WHO guidance on safe food handling.
Points to confirm
- Who is responsible for transport, installation, replenishing the food and clearing away?
- Under what conditions are the products kept before and during service?
- When does the service period begin: on delivery, when the food is laid out or when the event starts?
- How are serving utensils, glasses, spoons and the working area prepared, replaced or collected?
- How will the supplier handle leftovers, waste and equipment after the event?
- What items are included in the handover record, and who will sign to confirm it?
If the supplier does not yet have clear information about storage conditions or use-by time, leave that section blank in the plan and request confirmation before finalising. Do not fill in a time limit or safety commitment based on hearsay.
Questions to send the supplier before finalising the service
A good request for a quotation should describe the context fully rather than simply asking, “How much is 20/10 catering?” The following set of questions can be sent all at once to reduce the time spent exchanging information:
- Which items are included in the service package: menu, staff, tables and chairs, decorations, transport, installation and clearing away?
- How many menu options does the supplier propose, and can they be adjusted for dietary requirements or allergies?
- What space, electricity, equipment and operating staff does the Gelato station require?
- Can it be organised across several floors or in multiple areas? How will food be replenished and guest flow controlled?
- Which party will prepare the flowers, gifts, cards and backdrop? When is the deadline for approving the final content?
- What are the procedures for confirming quantities, changing the number of guests, cancelling or rescheduling?
- What information will be included in the quotation, contract and handover record?
Quick final checklist template
| Before the event | During the event | After the event |
|---|---|---|
| Confirm the number of guests, menu, location, set-up time and person in charge. | Check the dining tables, Gelato station, flowers and gifts, and hygiene area. | Count the utensils, deal with leftovers, clear away and sign the handover record. |
| Approve the content of the cards, congratulatory board and guest-flow plan. | Monitor food replenishment, waste and any additional requests. | Record feedback to make adjustments for the next event. |
Businesses needing an option suited to their space, scale and individual operating arrangements can send their information to the Baby Boss team. When making enquiries, it is advisable to provide the event date, number of guests, location, time slot and Gelato station concept in advance so that the advice is more practical.
Partner with Baby Boss
Explore products and Baby Boss services, or call 1900998880.
Shopee · TikTok · Instagram · Threads · YouTube · LinkedIn · Zalo OA · Pinterest
Comments