How to Build a Food & Beverage Plan for 2026: A Step-by-Step Guide for Office Managers
The Importance of F&B Planning in 2026
Planning your office food and beverage programme for 2026 shouldn't feel overwhelming.
But many workplace managers find themselves juggling multiple suppliers, managing constant stockouts, and wondering if their budget is delivering value.
Employees expect more from their workplace experience than ever before.
A well-planned food and beverage programme can:
- Boost morale
- Improve retention
- Simplify your operations
But these benefits are only apparent if you approach it strategically - with an effective F&B plan.
This guide will walk you through building a programme that works for your team, your budget, and your business goals.
The Cost of Reactive Planning [Avoid]
Most office managers handle food and beverages reactively.
Fruit from one supplier. Coffee from another. Catering from wherever’s available that week. And then hoping (sometimes praying) that everything arrives on time.
This piecemeal approach can cause headaches:
- Endless back-and-forth with multiple vendors
- Frequent stockouts that frustrate employees
- Last-minute purchases that blow your budget
- Limited healthy options that don't meet expectations
McKinsey’s ‘Future of Work’ report shows that offices with structured food programmes see 23% better employee retention.
The data speaks for itself on the importance of an effective F&B programme.
Your 2026 Planning Foundation
Effective food and beverage programmes don't happen by accident. They require planning that can be broken down into six steps.
Step 1: Assess Your Current Situation
Before planning for 2026, understand what's happening now. This doesn't require complex analysis, just honest evaluation.
Review Your Spending
Gather all food and beverage expenses from the past year. Include everything:
- Regular deliveries, emergency purchases and catering.
- Equipment and the cost of staff time spent managing suppliers.
Most offices discover they're spending 30-40% more than necessary due to fragmented purchasing and poor planning.
Listen to Your Employees
Ask your workplace what they want.
- Which snacks disappear first?
- What drinks do they wish you had?
- Are there dietary requirements you're missing?
A short survey will tell you where expectations aren’t being met.
Identify Challenges
Write down the recurring issues:
- How often do you run out of basics?
- How much time disappears into chasing deliveries?
- What happens when you need last-minute catering?
This exercise gives you the baseline you need and the roadmap for building a smarter 2026 strategy.
Step 2: Set Clear Goals for 2026
Your food and beverage programme should achieve measurable outcomes. Here are examples of goals:
Operational Goals
- Reduce supplier calls from 10 hours per week to 5 hours
- Set a fixed monthly budget of €30-50 per employee
- Maintain 95% stock availability for coffee and essentials
Employee Experience Goals
- Provide fresh fruit deliveries twice weekly
- Create lunch spaces that 70% of staff use daily
- Offer vegetarian, vegan, and gluten-free options daily
Business Goals
- Increase employee satisfaction scores by 15%
- Switch to suppliers offering carbon-neutral delivery
- Survey staff quarterly to measure improvements
Write these goals down. Decisions should help you hit at least one of these targets.
Step 3: Plan Your Budget Wisely
Research shows companies spend over £350 (€400) per staff member per annum on office catering and kitchen supplies. Here's how to allocate your budget:
Daily Essentials (50% budget)
- This covers the basics that keep your workplace running: quality coffee, tea, fresh fruit, healthy snacks, and pantry staples. Never let these run out.
Employee Experience (30% budget)
- Invest in variety and quality: premium treats, seasonal goodies, options for people with dietary needs, and special beverages.
Events and Collaboration (20% budget)
- Reserve funds for team meetings, client visits, celebrations, and monthly team lunches that boost team cohesion.
This breakdown keeps everyone happy while creating the moments that build a positive workplace culture.
Step 4: Choose Your Service Model
The biggest decision you'll make is whether to manage multiple suppliers or move to a fully-managed approach.
The Multi-Vendor Approach
- Separate suppliers for fruit, snacks, coffee, catering, and equipment. This might seem cost-effective but creates coordination complexity and hidden costs.
The Fully Managed Approach
- One partner handles all your food and beverage needs: regular deliveries, pantry management, event catering, and equipment. This simplifies operations and often reduces total costs.
Successful offices are moving toward fully-managed solutions. The time savings alone often justify any price difference.
Explore our fully managed F&B programme →
Step 5: Implement Smart Solutions
Modern food and beverage programmes should use technology and sustainability to deliver better results.
Smart Inventory Management
- Automated systems track usage patterns and predict needs. This prevents stockouts and waste whilst reducing your administrative burden.
Sustainable Choices
- Choose suppliers committed to local sourcing, minimal packaging, and reduced environmental impact. Your employees notice these choices and appreciate them.
Step 6: Launch and Optimise
Getting the planning right is only half the job. You need to roll out your 2026 plan properly, or it'll fall apart.
Test and Adjust
- Start small with a trial run or ease into it gradually. Monitor what works and adjust quickly. Employee preferences can surprise you.
Communicate Changes
- Tell your team about improvements before they arrive. Explain the reasoning behind changes and ask for feedback.
Measure Results
- Track hard metrics (costs, delivery reliability) and soft metrics (employee satisfaction, usage patterns). These numbers tell you what's working and what needs fixing.
Plan for Growth
- Your programme should adapt as your office changes. Build flexibility into contracts and relationships.
How The Fruit People Can Support 2026 Planning
You can follow all the steps above to build your own 2026 food and beverage programme, or partner with The Fruit People to handle everything.
Our fully managed programme handles: fresh fruit, snacks, pantry essentials, catering, and equipment rentals.
What you get:
✔ One supplier, one invoice, zero coordination stress
✔ Smart inventory preventing stockouts and waste
✔ Data insights to optimise your budget
Click below to see how our fully managed food & beverage programme can simplify your 2026 planning and boost employee satisfaction.
References:
Beyond Perks: The Measurable Business Value of Workplace Food
https://www.fooditude.com/blog/the-measurable-business-value-of-workplace-food
Future of Work I McKinsey & Company
https://www.mckinsey.com/featured-insights/future-of-work
Cheap Corporate Catering Ideas
https://feedr.co/en-ie/c/blog/cheap-corporate-catering-ideas
