A coffee break is an essential element of any conference or business meeting. It provides an opportunity to take advantage of refreshments, is a moment of relaxation during an intensive program, and is also a great opportunity to start conversations with other participants and expand business contacts. How to organize a coffee break to fully satisfy your Guests and pleasantly surprise them?

Why is a coffee break so important?

A coffee break is a planned time between individual parts of the conference, used by participants primarily to rest and take advantage of the snacks and drinks prepared for them. Thanks to this, they can regenerate after intellectual effort, improve their concentration and gain strength for the next items on the program. In addition, coffee breaks take place in an informal atmosphere, which is conducive to establishing relationships between participants and, as a result, the exchange of experiences and business contacts. A well-organized coffee break certainly shows the professionalism of a given event, which becomes more attractive to Guests.

What to serve during a coffee break?

Although its name suggests it, coffee breaks are not just about coffee or other beverages. The menu should include a variety of snacks, both sweet and savoury, such as nutritious sandwiches and salads, colourful vegetable spreads, mini-tarts, delicious cakes and cookies, and fruit. A great solution for such an occasion is => single-portion desserts, which will surely delight Guests not only in terms of taste but also visually. We cannot forget about the offer for vegetarians and vegans and for people with special dietary needs, e.g. those avoiding gluten or standard sugar. 

When it comes to drinks served during coffee breaks, we should ensure a wide selection so that each participant can find something for themselves. Coffee is of course the first choice, so it must be of good quality and preferably served in various varieties. That is why it is worth investing in a modern coffee machine that can make aromatic coffee from freshly ground beans and various types of coffee drinks, as well as hot chocolate and cocoa. The second mandatory drink during the conference is tea - available to guests in many types and flavors: black, green, fruit or herbal, as well as in loose leaf and tea bags. In addition to coffee and tea, the offer must also include juices and mineral water. 

Such a prepared buffet with a rich selection of refreshments will certainly satisfy the needs of all Guests. However, it is worth taking care of the attractive presentation of snacks and the aesthetic setting of the tables, because these important details raise the rank of the event.

When and where to plan a coffee break? 

When preparing a conference program, we set the exact time and number of coffee breaks. Depending on the size of the event and the number of participants, there may be several or just one. Similarly, the length of such a break - you need to plan the time appropriately so that all Guests have time to eat something and drink coffee, as well as use the toilet and rest for a while, and also talk to other people. In the conference program, coffee breaks always occur after the end of the presentation or discussion panel. 

However, when designating a place for a coffee break, we should first assess whether the space allows participants to move freely, talk and have easy access to refreshments. It is also best to place tables with a buffet right next to the conference room, e.g. in the hall or in the relaxation area with sofas. Sometimes it may happen that the only good option for planning a coffee break is the main room where the event is held, because there is the most free space there. 

Personalised coffee break

Nowadays, it is becoming increasingly popular to organize personalized coffee breaks, which are adjusted to the individual needs and preferences of the Guests. Such refreshments are most often prepared based on questionnaires sent to the conference participants in advance, thanks to which it is possible to learn about their expectations and possible food allergies or diets. In this way, each of the Guests will be able to take full advantage of the snacks and drinks served.

When organising a personalised coffee break, it is worth taking into account the age and number of participants, as well as the nature of the event and its location, because these factors will help us create an attractive offer dedicated to a specific client.