From Tender to Table - A Guide to Contract Catering for Schools

1. From Tender to Table: A Guide to Contract Catering for Schools Contract catering plays a vital role in the day-to-day life of a school. From fuelling pupils with nutritious meals to shaping a positive dining culture, the impact of a professional food provider is far-reaching. Understanding the full journey—from the initial tender process through to the delivery of daily meals—is essential for schools looking to appoint a caterer who aligns with their values, expectations and needs. The tender process is the starting point for most school catering contracts. It is an opportunity for schools to outline their priorities, whether that’s improving nutrition, enhancing meal uptake, or offering a more varied menu. Schools usually begin by creating a specification document detailing their requirements. This may include expected service hours, pupil numbers, dietary needs, and sustainability objectives. Inviting caterers to bid requires a clear and transparent process. Schools often advertise tenders through recognised procurement frameworks or platforms, ensuring a fair opportunity for a range of providers. Once bids are received, school leaders or governors evaluate the submissions based on criteria such as quality, experience, value for money, and approach to health and safety. Shortlisted caterers are often invited to give presentations or take part in interviews. These sessions allow the school to explore how the provider would handle specific challenges, how they would integrate with existing staff, and how they plan to engage with pupils and parents. Tastings and sample menus may also be included to give decision-makers a feel for the caterer’s culinary approach. Once a caterer is chosen, the transition phase begins. This period involves close collaboration between the provider and the school to ensure a smooth handover. Important elements include kitchen equipment audits, staff TUPE transfers where applicable, and planning for the first service. Clear communication during this stage helps avoid disruption and sets the tone for a successful partnership. Menu development is one of the first visible signs of change. A good contract caterer will work closely with the school community to design menus that meet nutritional standards while appealing to the varied tastes of pupils. Input from student councils, staff and even parents helps ensure the final menus are well received and relevant. Training and development for on-site catering staff is another key step. Staff may need to learn new cooking methods, allergen procedures or customer service approaches. A strong provider will invest in training to ensure the team feels supported and capable of delivering a high-quality service from day one. Creating an enjoyable dining experience goes beyond the food. The best caterers help schools rethink the dining environment. This might include improving the layout for smoother service, using attractive displays, or introducing new crockery to elevate the presentation. Small changes in atmosphere can lead to big improvements in meal uptake and pupil satisfaction. Technology is becoming an integral part of contract catering. Providers may implement online pre-order systems, cashless payment solutions and apps for parents to view menus and allergens. These tools not only modernise the experience but also offer convenience and improved tracking for both families and schools. Marketing and communication support from the provider can also help boost engagement. Regular newsletters, pupil competitions, tasting events and food education sessions help build excitement around school meals. When children are involved and informed, they’re more likely to try new dishes and look forward to lunchtimes. Monitoring and evaluation are essential once the service is up and running. The school and provider should meet regularly to review performance, address concerns and explore areas for improvement. Key performance indicators might include meal uptake rates, feedback scores, food waste levels and compliance with nutritional guidelines. Flexibility is vital in school catering. Providers must be prepared to adapt to sudden changes such as pupil number fluctuations, dietary trends or external challenges like supply chain disruptions. A responsive provider helps ensure consistency in quality and service no matter the circumstances. Allergen management and special diets are areas where a school must have complete confidence in its catering provider. Robust systems for identifying, preparing and serving allergen-free meals are non-negotiable. Clear labelling, staff training and communication with parents help keep pupils safe and reassured. Sustainability continues to be a growing priority in school catering. Many schools now require providers to minimise single-use plastics, reduce food waste and promote plant-based options. A good provider should be able to demonstrate eco-conscious practices throughout their service delivery. The impact of school meals extends beyond lunchtime. A well-fed pupil is more likely to concentrate in lessons, stay energised throughout the day, and build healthier eating habits for life. Schools that select the right caterer often see benefits across attendance, behaviour and learning outcomes. A successful contract catering relationship is built on partnership. It requires ongoing dialogue, mutual respect and a shared commitment to delivering the best for pupils. When schools and caterers work together as a team, they can create a meal service that not only meets expectations but exceeds them. From tender to table, every step of the process matters. Choosing a catering partner is not simply a procurement task, but a strategic decision that affects the entire school community. With the right approach, schools can enjoy a catering service that brings nourishment, joy and long-lasting value to every lunch break. About Us At Dolce, we are dedicated to providing exceptional catering services tailored specifically for educational institutions. With a focus on nutrition and sustainability, we create delicious and balanced meals that support the health and well-being of students. Our menus are crafted using fresh, locally sourced ingredients, and we implement eco-friendly practices to minimise our environmental impact. Committed to excellence, our team of skilled chefs and nutritionists works closely with schools to deliver meals that are both nutritious and appealing. We believe in fostering healthy eating habits and educating students