A ready-made guide for school trip organizers who want to eat quickly, calmly and without long waits. Below you have a step-by-step action plan, message templates and 3 ready menu sets for pre-order. We keep it practical so the class and teachers can enjoy the day, not the kitchen.
If you’d like the whole logistics managed, contact guide Małgorzata Kasprowicz — she will prepare the pre-order, seating plan and Plan B tailored to age groups and allergies. (Contact details on zwiedzaniekrakowa.com)
Step 1 - pre-order: 48 hours before the trip collect choices from the three-set list and send them to the restaurant by 3:00 PM the day before.
Step 2 - table layout: make a list of tables of 6–8 people, print two copies and send a PDF to the restaurant.
Step 3 - entering the venue: the lead teacher reads the rules, a second adult counts the tables, a third coordinates bathroom breaks. First plates should be served within 5–7 minutes.
Step 4 - payment and exit: group bill paid in cash or by bank transfer after the event. 5 minutes for clearing the table, 3 minutes for coats and water, a quick team photo at the exit.
Set A - classic: clear broth or tomato soup + Russian-style pierogi or breaded chicken cutlet with potatoes and salad + compote or water.
Set B - lighter: vegetable cream soup + pasta with tomato sauce or a salad with bread + still water.
Set C - veggie & allergy-friendly: seasonal soup without milk + plant-based patties or vegetable barley risotto + water. Gluten-free or dairy-free versions on request.
Child portion for grades 1–3, standard portion for grades 4–8. Dessert only if you have 45 minutes and confirmed service.
One online table with three columns A B C, a field for allergies and notes. Deadline for responses by 12:00 on the day before the trip.
Students with no declaration automatically get Set A (classic). Exceptions only for allergies or medical diets. Ensure parents sign off on any special meals.
Hello, on [date] at [time] a school group will arrive: [number of children] + [number of adults]. Meal time: 30 minutes. Please reserve and prepare the pre-order:
Set A: [number], Set B: [number], Set C: [number]. Allergies: [list with names and the supervising teacher].
Tables arranged in blocks of 6–8, water on tables before arrival. Group bill. Contact on the day: [phone]. Thank you.
Tables marked by color or numbers 1–6. One list at the entrance and another at the bar.
Roles: lead teacher at the entrance, teacher responsible for toilets, one roaming adult between tables. A spokesperson per table reports missing plates or changes. Keep roles simple and written on the checklist.
Collect in advance: gluten, milk, eggs, nuts, fish, vegetarian, vegan. Print a list with names and the assigned Set C or modified version.
Serve allergy-safe meals first, on separate plates, clearly labeled. Inform kitchen staff about cross-contamination risks when you send the pre-order.
If the group is more than 15 minutes late: call the restaurant, reschedule the order sequence or pick up lunch boxes to go.
If the venue is crowded: split into two 15-minute shifts. The first shift eats while the second takes a water and hand-washing break, then swap.
If it rains: enter without stopping. Coats on chair backs, backpacks under tables, umbrellas collected in one corner of the room.
Simplest is a single group bill and one payment. If you settle per person, prepare envelopes with names and exact amounts before entering the restaurant.
Receipt or invoice to the school according to the details sent earlier. Record the time the first and last plates were served for the trip report.
Bathroom breaks during the second half of the lunch, go in pairs. Hand washing before the meal, spare tissues on a reserve table.
Before leaving each table checks the floor and chairs. Final sip of water by the door, not at the table. Keep exit quick and calm.
Table list with names and chosen sets A B C.
Allergy and diet list with table numbers.
Message template to the restaurant and day-of-contact phone number.
Payment envelopes or proof of transfer.
Phone timer set for 30 minutes and two reminders every 10 minutes.
Should we include dessert: yes, only if you have 45 minutes and confirmed service. Otherwise, save dessert as a treat after sightseeing.
Drinks: water on the tables immediately. Sweet drinks after leaving to avoid sugar spikes during the meal.
Seating: pair younger pupils 1–3 by eating pace; older grades can sit by project-table groups from the trip.
If someone won’t eat: pack a snack for the backpack, no pressure. Order and calm are more important than empty plates.
Popular options for school groups near the Old Town and Kazimierz include traditional restaurants that handle group reservations — for example Wierzynek or Pod Aniołami. Always confirm group booking hours and menu options in advance.
If you prefer cafés with faster service, pick places a short walk from your route so transfers are quick. Tell the restaurant you have children so they can speed up portions and plates. Local markets and food courts can work as a backup for very large groups.
A guide coordinates timing, knows venues that deliver quickly to groups and will suggest the best route with a lunch break that minimizes walking. The teacher and the class monitor can focus on the students, not the kitchen.
Małgorzata Kasprowicz can prepare the pre-order, seating plan and a Plan B — and adapt the menu to age and allergies. Booking a guide means the day runs smoother and the class gets the most out of both sightseeing and mealtime.
