Paul pulled out his phone. It was two o’clock. He was meeting Susan at three, which gave him plenty of time for unexpected questions. He typed a quick message: Running on schedule. See you soon.
A response came back immediately. Take your time. I’m experimenting with a new dessert recipe.
Paul smiled as he headed toward the entrance. The building housing BioTech’s administrative staff had everything they needed, including a spectacular view of Flathead Lake.
A receptionist directed him to the second-floor conference room, where Olivia Ramada was already waiting. She rose to shake his hand, her grip businesslike but friendly. Mid-thirties, Paul guessed, with dark hair pulled into an efficient bun and intelligent brown eyes that assessed him quickly.
“Mr. Renard, thank you for coming all the way out here.” She gestured to a chair across from her. “Can I get you coffee? Water?”
“I’m fine, thanks.” Paul settled into his seat, opening his portfolio. “I brought several menu options based on our phone conversation last week. I assume we’re still looking at fifty attendees?”
Olivia’s expression shifted, becoming apologetic. “Actually, that’s why I wanted to meet in person rather than handle this over email. The scope has changed considerably.”
Paul felt his stomach tighten. “Changed how?”
“Mr. Bennett wants to expand the celebration.” Olivia pulled out her iPad, swiping through what appeared to be an extensive itinerary. “Instead of only hosting our local staff and their partners, he’s invited the entire research and development team from our California headquarters.”
Paul tried not to show his surprise. “How many people are we talking about?”
“Approximately eighty-five, including partners.” Olivia scrolled through more pages. “Mr. Bennett wants to thank everyone for their hard work throughout the year.”
Paul’s eyes widened. That was a lot of people to bring to Sapphire Bay the week before Christmas.
Olivia looked at her iPad. “We’ve also increased the number of days everyone will be here. On the evening everyone arrives, we’d like you to prepare dinner as planned. The next day, our staff will tour the new facility at Finley Point, and then visit the local Christmas Tree Farm. We’d like you to prepare lunch for everyone at the farm. The following day will be spent skiing or joining a tour around Flathead Lake. On the last day, after the Santa Claus Parade, we’d like you to provide dinner at your restaurant.”
Paul’s phone buzzed against his leg. He ignored it. “The parade draws hundreds of people into town. Main Street becomes nearly impassable between six and eight o’clock.”
“I know.” Olivia grimaced. “But Peter was adamant. He attended the parade last year and thought it was fantastic. It’s the kind of community event he wants BioTech to support.”
Paul thought through the logistics. Eighty-five guests arriving at his restaurant while parade crowds filled the streets would be challenging. Parking would be limited, noise levels would increase, and the restaurant would be busy.
Olivia set down her tablet, meeting Paul’s eyes directly. “I realize this is more involved than what we initially discussed. If it’s beyond your capacity, I need to know now so I can make alternative arrangements.”
Paul wasn’t turning down the increased business from BioTech, but he was worried that Olivia hadn’t thought beyond the activities everyone would enjoy. “The challenge isn’t the food. I can handle eighty-five guests. The problem is accommodation. Sapphire Bay has limited hotel space, especially during December when families book rooms months ahead.”
“That’s my next hurdle.” Olivia pulled up another document. “I’ve contacted every inn and bed-and-breakfast within a twenty-mile radius. Most are fully booked. The Lakeside Inn has three rooms available, but I need another twelve.”
Paul had an idea. “Have you spoken with Pastor John? He works from the Connect Church in town.”
Olivia looked puzzled. “No, I haven’t. Does he have extra accommodation we could use?”
“Pastor John runs the Welcome Center and oversees community housing initiatives. Last year, they organized emergency accommodations when a snowstorm stranded a tour group overnight.” Paul still remembered the meals he’d made with his staff for the stranded visitors. Dozens of people had slept on cots and mattresses in the center and volunteers had brought extra clothes and blankets. “He has connections throughout the community. If anyone can coordinate short-term housing for your group, it’s him.”
Olivia made a note. “I’ll call him after our meeting.”
“Tell him I suggested you call him. He’ll understand the situation better than most.”
“Thank you.” Olivia’s relief was palpable. “What about the meals? Can you provide them for more guests?”
Paul thought about the reservations they already had. He’d be pushing his team to its limits, but they’d manage, even if they had to work around the clock to prepare the food.
BioTech could sustain his restaurant through the slower winter months. If he impressed Peter and Olivia, word would spread to other organizations about what was available in Sapphire Bay.
“I can do it,” Paul said. “But I’ll need a final headcount by December first, full payment upfront, and flexibility on menu modifications if supply chain issues arise with certain ingredients.”
“Done.” Olivia extended her hand. “I’ll have a contract drawn up by the end of the week.”
After they’d gone through menu options and the timing for each meal, Paul gathered his materials. He glanced at his watch and frowned. He was supposed to meet Susan half an hour ago.
