Mastering Tender Success: Key Priorities to Win the Bid (2025 edition)

The Art of the Contract Catering Tender: Insights from 5 Industry Leaders

In the fast-evolving world of contract catering, the tender process is a battleground where creativity meets business strategy and competitive targets.

Winning a catering contract is no small feat - it takes more than good food and great service. That means that caterers must impress clients with the perfect balance of innovation, operational excellence, and value.

But what exactly are clients looking for? What does it take to stand out?

We at Kanpla know this process inside out, and we’ve tapped into the brains of five industry experts who’ve seen it all.

These thought leaders bring their unique perspectives on what truly matters in the tender process. Let’s dive into how you can sharpen your approach.

Insight #1 from Usespace

Hybrid working has provided an opportunity to reassess the traditional catering model, by looking at other costumers outside the primary office user.

At prime locations catering can be commercialised and the traditional ‘cantina’ can become a hub for events, regular users, the neighbourhood, social organisations and external companies. This requires a flexible interior design and an open mindset of the staff on site. This way the banqueting revenues can increase, also on quit days like the Friday or in the weekend.

Traditionally, these spaces remain unused outside lunch hours on weekdays, which is a waste of potential.

If a catering company can show in the tender process that they can increase revenue and are therefore less reliable on a contribution of the tenants/building owner, the changes they win the tender will be increased.

- By Mare Santema, Co-Founder at Usespace

Insight #2 from Hospitality Group

Measuring and showcasing quality will be the decisive factor for a tender-winning strategy. In the increasingly competitive contract catering industry, it is no longer enough to rely on cost-efficiency or high-level promises. The success of a tender now relies more than ever on one key aspect: the ability to measure and present quality in a clear, quantifiable way.

Companies that excel in this area—by offering detailed, measurable proof of their service standards—will be best positioned to secure high-value contracts and drive growth. Whether it's through metrics on food quality, service delivery, or customer satisfaction, data that demonstrates performance will set industry leaders apart from competition.

Quality metrics not only showcase a company's competence but also help to build trust with potential clients. These clients and their decision-makers want to feel confident that they are partnered with a provider that can deliver. Today and in the future, metrics will be critical for creating a winning tender strategy.

- By Henk Schouten, Senior Consultant at Hospitality Group

Insight #3 from lloff

While cost has historically been a major factor in contract catering tenders in the Netherlands, predicting the single most weighted factor right now requires a nuanced perspective. Here's what I see:

A Shift Towards Value: Price will remain important, but in a tighter economic climate, clients will likely prioritise value for money. This means demonstrating how your service goes beyond just the bottom line.

Key Differentiators:



• Sustainability: Focus on ethically sourced ingredients, reduced food waste, and eco-friendly practices.



• Wellbeing: Cater to dietary needs, offer healthy options, and promote employee well-being through food choices.



• Innovation: Showcase unique menus, customization options, and technology integration to enhance the dining experience.



• Data-driven approach: Demonstrate a commitment to measuring and optimizing services based on client and employee feedback.

Practically speaking, how can a caterer prepare for success?

• Don't just offer the lowest price, but clearly outline the value proposition and cost breakdown.



• Leverage data to showcase the impact of your service on employee satisfaction, productivity, and health.



• Develop creative menus, explore tech solutions like online ordering, and highlight your ability to adapt to changing needs.



• Formulate a strong sustainability strategy aligned with client values.



• Collaborate with local farms and ethical suppliers to demonstrate commitment to responsible sourcing.

- By Danny van Stiphout, Partner Consultant at lloff

Insight #4 from Compass Group

The most important thing is honesty and delivering on what you promise.

At Compass Group, when we say we prioritize sustainability, we ensure our actions reflect that commitment. It’s not just a claim — we ask ourselves concrete questions: How will we implement sustainable practices? Where will we source our produce and ingredients? If we promise the tastiest sandwich, what’s the story behind it? What about our supply chain?

Instead of chasing food trends, we focus on building a solid, consumption-conscious framework. Sourcing locally is key, and it’s at the forefront of our agenda. For example, our hams come from the best local farmers, bringing a story and passion. An avocado flown in from thousands of miles away? Not in our kitchen.

Ultimately, successful outcomes depend on fostering genuine connections, upholding honesty, and keeping communication and processes simple and efficient through short, transparent supply chains.

- By David Romo Ramos, The Green Chef at Compass Group Nederland

Insight #5 from Kanpla

From my many discussions on this topic, I find it challenging to single out one factor because each tender, experience, and guest is so unique. The contract-catering industry is at a point of acceleration and is adjusting to many trends that are transforming tenders and partnership dynamics.

Just a few examples are: hybrid workplace experience, employee (& student) health nudging, lower CO2 impact, plant-based meals, and the importance of tech to communicate with guests.

While these are all important topics caterers are expected to deliver on, one thing particularly stands out to me. I still hear caterers claim that they operate in a ‘people business,’ and imply that measurability and numbers are not their top priority.

Though I agree that personal connections are at the heart of hospitality, leveraging data to quantify success is key to enhancing customer experiences. Ultimately, what matters most in an F&B partner is their commitment to the highest food standards, exceptional guest/staff experiences, and reducing CO2 footprint.

These elements must be continuously measured and monitored to enable transparency and improvement in the partnership. Such an approach empowers a caterer and client to assess the success of the partnership in order to steer it in the right direction.

What keeps caterers from delivering on this?

Taking a look at the industry, what’s often missing is the technology that enables caterers to connect deeply with guests, to gather data, and to simplify operations. This is why we’re so passionate about the power of our product at Kanpla.

It truly is a challenging time to be an excellent caterer. There’s a serious staff shortage, high tender expectations and more competition than ever. In my opinion, caterers need to be able to differentiate themselves by using tech to simply operations and reduce OpEx, which will leave space to focus back on the guest, the food, and creativity.

- By Bente van Vlijmen, Business Development Lead NL at Kanpla

Closing the Deal: Winning the Catering Tender

The future of contract catering isn’t just about showing up with a good price—it's about proving you can deliver measurable value. As the industry shifts towards transparency, sustainability, and data-driven results, it's the caterers who can quantify their quality, back up their promises, and embrace innovation that will stand out.

No wonder, since the office restaurant is the most visited place to eat outside of employees’ homes.

The insights shared by industry leaders make it clear: the era of buzzwords is over.

Clients want proof. Whether it's sourcing locally, reducing waste, or creating a seamless service experience, the ability to measure and communicate goals will determine your success in the tendering game.

Don’t just compete - lead. The companies that embrace these strategies today are the ones securing tomorrow’s contracts.