Dining Events Policies

WELCOME

The mission of Middlebury College Dining Events is to provide on-going support of all campus activities (Students, Faculty and Staff) by providing the highest quality food & service that you would expect from Middlebury College. To achieve this goal we use local Vermont and/or organic fruits and vegetables whenever available when meeting the needs of our customers. You can count on us to help you with simple arrangements from unique dietary requirements to flowers, theme dinners, picnics or an elegant served meal.

This guide was developed to aid you in planning your event. It is our goal to provide our customers with the necessary tools to make informed decisions about their catering needs. On the following pages you will find valuable information ranging from ordering procedures to specific menu ideas. This guide merely gives a general overview of the services and food options that are available to our customers. If you have a specific need or dietary concern that is not covered in this guide, please contact the Dining Event's office for special arrangements.

HOW TO ORDER

The Middlebury College Dining Event's menu is located on the web at http://www.middlebury.edu/administration/catering. After you have reserved a room for your event using the scheduling office or a service provider you may review our menu and guidelines on line and then place your standard order by using our web order form.

The Middlebury College Dining Event's Office is open to accept orders Monday-Friday 7:30 am to 4:00 pm; excluding College holidays or shut down periods (see Dining Events Calendar for those dates). Orders taken after 12 noon will be considered received on the next business day. After we have reviewed your order we will contact you by email or phone to confirm. If you would like to meet with one of our staff to discuss custom orders please, give us a call.

Telephone: 802-443-5347
Fax: 802-443-2465

Ordering Deadlines

Orders must be received no later than 12:00pm on Friday the week prior to the event date.

Example: I want to have an event on Friday, 12/09. In order to use the college catering service I must place this order by Friday 12/02 by noon in order for it to be received in time to process. If I order it on Monday it will not be accepted.

We regret that requests that require wait staff or bartenders with less than 48 hours notice cannot be accepted.

For Orders with less then 5 days notice

Take-Out Services

If you have last minute food and beverage needs, the Grille provides take-out service as an alternative for very small groups. Please feel free to contact them directly for last minute needs to order from their take-out menu. Location, menus, and phone numbers are listed in the College directory or contact :

Orientation, Commencement and Reunion

Due to the high volume of requests for catering during the week of Orientation and Senior Week/Alumni Weekend/Commencement Weekend requests should be placed no later than 10 business days prior to the normal Friday deadline. Priority will be given to events related to Orientation or Alumni Weekend/Commencement respectively. We may be unable to accept some requests due to our service limitations.

Special Event Planning

Our menu offerings take into account a wide variety of events typical of the collegiate community but we do recognize that certain special events will require greater attention and planning. Our Dining Events Team are available for a personal meeting or to work with you by phone to discuss the details of your event and to make custom arrangements. For all special event planning we require at least 10 business days advance notice to properly and professionally design custom menus and arrange for specialized services. We will gladly prepare custom menus, select and order specialty linen, flowers and equipment and /or attend event-planning meetings.

Cancellations, Rescheduling and Rain Sites

Cancellations:
Event cancellations should be made during our regular office hours at least 48 hours prior to the event. If your event is cancelled less than 48 hours prior to serve time, but more then 12 hours prior, there will be a minimum charge of 50% of the quoted price for the event. You will also be charged the full price for any special order items, including linens, flowers and rental equipment that we are unable to cancel. Cancellations with less than 12 hours notice will incur charges equal to the full cost of the event. Cancellations need to be made with a member of the Dining Events team not by automated means.

Cancellations of picnics:

A rain call made 24 hours prior to your event will not incur any charges unless any special order items, including linens, flowers and rental equipment that we are unable to cancel were ordered. Then you would only be charged for those items.

If you are unable to cancel with 24 hours notice, you will be expected to use the following schedule:

Lunch time picnic Rain call has to be made by 8:00 am the day of.

Dinner time picnic Rain call has to be made by 10:00 am the day of.

If your event is cancelled by the dead line , there will be a minimum charge of 50% of the quoted price for the event to cover the cost of food ordered and prepped.

Rain calls made after the dead lines will incur full price on the event except for staffing.

Rescheduling:
Events that are rescheduled will be considered cancelled and booked as a new event. All applicable guidelines will be in effect.

Rain Sites:
Rain sites need to be pre-determined and communicated to us at the time of event booking.

It is always best to have a rain plan prior to the event date as well as an alternate location site that will have protection for the cooks grilling outside.

If an outdoor event must be moved to a rain site we will require notice according to this schedule:

· Notification of a moved or canceled Lunch picnic needs to be reported by 8 a.m. the day of the event.

· Notification of a moved or canceled Dinner picnic needs to be canceled by 10 a.m. the day of the event.

· Please call the kitchen preparing the picnic to cancel and ask for the kitchen supervisor. The Dining Events office will let you know whom to contact if we are not available.

We will make every effort to schedule delivery and clearing services at your convenience; however, due to the high volume of events we service and our expansive on campus delivery area it may be necessary for us to adjust our delivery or time to fit the needs of all of our clients. We will always attempt to complete deliveries at least 15 minutes prior to the event start time and clearing services within 30 minutes following the event end time as communicated to us at the time of booking. Our delivery staff will not remain at a function site.

Dining Event’s requires a minimum set up period of 1 hour prior to the event start time for delivery and set up due to the high volumne of events we handle on a daily basis. Please do not book your event in a room that we can not access with this in mind.

Deliveries on weekdays between 8am and 8pm there is a $50.00 minimum total order to avoid a delivery fee of $25.00. For deliveries on weekdays before 8am, after 8pm, or on weekends there is a $25.00 delivery charge. Functions at which we are providing service will not incur a delivery charge if the order exceeds $50.00 total for the order.

Delivery, Set and Clear service includes the professional presentation of food and beverages on the table(s) provided by you, the client, and a return to clean up the food/beverage tables and retrieve our Dining Events equipment. Disposal of trash and room clean-up and re-set is not included in this charge and remains the responsibility of the client.

If you require our staff to return at a pre-determined time to clean up after your event or you expect the food and beverage to be attended to during your event you should request a Server-On-Site to provide the personal level of service your event demands at our standard rate of $20/hour with a 3-hour minimum.

Dining wishes to be as accommodating as possible in helping to plan your event in an environment that is both safe for you, your guests and our staff.  Please keep in mind we will be lugging heavy and large awkward shaped items to the locations you chose to use.  We are limited in that we can not ask our staff to lug heavy equipment up and down stairs.  If there is an elevator for our use that would be fine.

Staffing for our packaged events is billed at a rate of 20% of the total food and beverage price for duration of the event as defined under Service Duration below and includes one server per 20 guests. The minimum service charge for any event is $50.

For custom events, our Dining Events Team will help you determine your server and bartender needs based on the size of your group, menu, style of service and the logistics of the event and facility.

Flatware, Linens, Furniture, Equipment, Flowers, and China

Most prices on our menu include disposable wares and a white linen tablecloth for the food and beverage table unless otherwise noted. Our Plated Lunch/Dinner packages include the cost of our standard china and water glasses. Our Buffet Lunch/Dinner packages include draping for buffet tables and disposable wares.

China service is available for most any event upon request at a charge of $2.00 per person. Bar glassware or Wine glasses are available at a charge of $1.00pp.

Events requiring the rental or purchase, from an outside vendor, of china, glassware, flowers, specialty linens and/or other equipment will be billed rental costs directly at a rate of 120% of the service provider’s invoice.

Tables and chairs, including food and beverage tables, or media services needs must be ordered through and set-up by the College Scheduling Office. Please contact them at extension 2885.

Payment Arrangements

At the time your order is placed we require an index code. If you are not billing through the Middlebury College banner system, we require an advance deposit of 50% of the estimated cost of the event at the time of booking. The balance will be due the morning of the event and paid to the cashier’s office in the Service building. All additional costs, such as beverages, will be billed after the event.

Handling Unexpected guests

In the catering business, getting an accurate guest count is sometimes difficult. Amazingly, many people do not respond to RSVPs, which leaves the host guessing how many people will actually attend. Some clients will overestimate to make sure they have enough space, place settings and food for all their guests. Other clients will purposely underestimate their guest count because they know caterers bring extra food.

Unexpected guests cause last-minute stress and embarrassment on everyone. If you think you may have additional guests, it will be less costly to guarantee them in advance.

In evaluating this issue and giving great thought to President Liebowitz’s September 8th email asking departments to “address the financial challenges brought on by what has now become a global economic slowdown”, we decided to look for ways to reduce operating cost for both our clients and our budgets. There is a real need to limit staffing and over production of food as well as be responsible for waste.

Therefore, it has become the "Industry Standard" and now our policy that when a Dining Event's Contract is confirmed, while we do prepare some extra food as a safety margin:

OPTION 1: You may purchase additional options for half price. An option means we will provide the place settings and food for unexpected or additional guests beyond the guarantee number (the client would specify how many). If they show up, then the client will pay the other half of the price. If they do not show up, then the client will not incur any additional charges. This normally works well for both the client and the caterer. The caterer covers the cost of the additional food and place settings. The client has peace of mind knowing there will be enough food and place settings should more people show up.

OPTION 2: We will charge for unexpected guests, above the guaranteed count, at 120 percent of their pre-ordered meal cost.  So, if you think you may have additional guests, it will be less costly to guarantee them in advance.


(Information for this policy comes from Carl Jones's article in the "Catersource" Magazine, dated October 2008)

Guest Count Guarantee

Your final guest count guarantee is required no later than 5 business days prior to the event. This count will be used to determine the final cost for billing. Any additions to the guarantee after the 48 hour deadline will depend on our ability to serve additional guests and will be determined on a case-by-case basis.

While we would appreciate being informed of a decrease in the number of guests after the guarantee date, we cannot adjust the price below the full guarantee price as quoted.

Specialty Food Orders and Bulk Goods

Our menu has been designed to be a comprehensive collegiate catering menu however we are aware that some of our clients may require specialty foods, beverage or bulk goods. We would be glad to assist you with these needs when possible. Please make your special request to our Dining Events Team with at least 5-business days advanced notice. If we can meet your needs for bulk goods you will be billed at 120% of our invoiced cost plus and delivery fees. All bulk items will be sold by sleeves, packages or full case lots. Individual pieces are not available.

Food Safety

Middlebury College Dining Events takes exceptional care to follow industry-recommended proper food handling procedures in the best interest of our clients and customers to help reduce the risk of food-borne illness. As such, we have certain service guidelines designed to help us maintain this high level of food safety practice. These guidelines include not serving or making available for service any food or beverage that was not produced or supplied by Middlebury College Dining Events; adhering to time limits that foods may be held safely for service; limiting the service of certain foods to locations and conditions under which food safety guidelines can be upheld; and keeping customers from removing perishable foods from functions for later consumption. These and other guidelines have been put in place to help protect you and the College from the risks of food-borne illness. Please do not ask our staff to serve or present foods/beverages you or a guest have brought into an event or to package foods for you or your guests to take home following an event. We will respectfully decline to assist.

Catering in Dining Facilities

Functions planned to be held in any Middlebury College Dining operated facility will require the use of Middlebury College Dining or Middlebury College Dining Events for food, beverage service and the hiring of Middlebury College Dining personnel for room set-up and clean- up. Charges will be billed at $20.00 per hour per worker required. Outside Caterers are not allowed in Dining Facilities.

The rooms need to be booked through Ken Pierce at extension 5807.

Alcoholic Beverage Service

Bar Regulations

If alcohol is to be served, a liquor license must be applied for at least 21 days prior to the event in order for Middlebury College to comply with the State of Vermont Liquor Control Board. It is the college's responsibility to enforce the legal drinking age and other laws of the State of Vermont applicable to alcoholic beverage service. All functions are required by law to serve a non-alcoholic beverage and some form of food. Please be aware, all alcohol served in public spaces anywhere on campus must be dispensed by Dining Services, the holder of the liquor license. Students must submit requests for liquor licenses through the Campus Activities office and then the Dining Events office. All functions serving alcohol, funded by the college, must have a liquor license and a dining service bartender. Vermont State law prohibits alcohol on the premises that is not purchased under the caterer's liquor license.

Hosted Bar
Middlebury College Dining Events will provide Hosted Bar Service with charges based on the total cost for each beverage served at our current posted retail price plus a Bartender Fee of $25.00/hour/ bartender. There is a 3-hour minimum Bartender charge that includes 1-hour set-up, 1 hour clean-up and 1-hour service. Additional hours of service will be billed at $25.00/hour/ bartender.

Cash Bars
Middlebury College Dining Events is licensed to provide cash bar service in Freeman International Center Dining Halls and the President’s Dining Room in Proctor hall. All other locations require a one-day liquor license. One-day licenses must be requested at least 21 days in advance of the event date. All cost incurred will be billed to the client. Monies taken in will be applied towards the Clients Bar and Food costs. Any remaining cash balance will be returned to the Client. Any remaining balance will be billed to the Client. Clients requesting a cash bar will be charged the standard bartender fees as described above.

Beer and Wine Bar
Beer and Wine bars are available as either cash or hosted service as described above. For either service a one-day license will be required in non-licensed facilities, at least 21 days notice is required to secure the license. Dining Events will determine the number of bartenders needed to service the event.

Passed Beverages
Clients requesting passed beverages will be charged additional staffing. Wine service will be billed by the number of bottles opened. Other passed beverages will be billed according to our retail price for each served.

Wine Service with Meal
Clients requesting wine to be served with dinner will be charged for the number of wine stewards/bartenders needed to service the event.

Champagne Toast
Clients requesting a champagne toast will be charged for wine any steward, bartender or wait staff used.

Special Order Alcoholic Beverages
Special order beverages must be purchased in case lots from our wholesaler. The total cost of the purchase will be billed to the client at 120% of invoice price. As a licensed provider, Middlebury College Dining Events must follow certain guidelines in handling alcoholic beverages; beverages must be charged to each guest at the time of service (or billed to the client for hosted bars) at our current retail prices; Middlebury College Dining Events may not transfer ownership of alcoholic beverages to the client, therefore any unused product must remain the property of Middlebury College Dining Events after the event.

Monthly Coffee Supply Orders

Middlebury College Dining Events will be happy to supply department offices with a once a month delivery of coffee supplies. These bulk deliveries will take place the first Tuesday of each month (If during a shut down period, we would deliver the following Tuesday after reopening). Delivery, at no charge, is available provided the monthly coffee supply order exceeds $20.00. Orders must be placed by the previous Thursday. A list of items and prices is available on our web page. Pick ups or other deliveries of these products are no longer available.

Due to the increase in event changes coming from our customers, we have instituted policies in order to keep down the cost of events, overtime of staff and to help in our endeavor to constantly keep up with increasing need and a need to hold down costs of operations.

Once an event order is placed and the final requisition has been sent to the customer and approved, event requisitions will only be allowed 1 change at N/C. We would need this change three weeks prior to your event. We recommend you hold off making any changes to an event until the three-week dead line so that they all can be turned in all at once. If requests for changes are made after that dead line, the requisition form will incur a $25.00 change fee. Changes include things like location, adding or deleting new items; time changes, staffing changes, etc.

Count changes are the exception. Count changes are allowed up to 1 week prior to large events (75+) and 2 business days prior to small events.

Billing

Once the accurate count is given and the event has occurred, the customer will be billed at the guaranteed count or the number served, whichever is the greater amount. Food will be prepared for the guaranteed number of guests plus 5%.

College groups or departments will be billed against their account. On-campus groups not covered by department charges will have bills debited to their personal I.D. number. Off-campus groups will be billed directly approximately three weeks after the event.

Using Outside Caterers

The Dining Events Manager must approve any use of outside caterers on campus. They will be required to show proof of insurance and a recent copy of their kitchen’s health inspection certificate prior to your event. Please contact the Dining Events office and they will be happy to email you the list of pre-approved caterers.

Pick up Orders

Whenever a "pick up" is made from one of our production points, it is the customer's responsibility to return the equipment to the Dining Events office. In the event that Dining Services has to pick up any borrowed items, there will be a $25.00 pick up charge. Items missing or damaged will be billed to the customer at full replacement cost.