How late can events be planned?
Planning an event must be completed at least 7 days in advance of the event. This includes all arrangements for space, service and equipment, either through Dining Services, Facilities Services, Media Services or Public Safety. Requests for service support less than 7 days in advance of the event will not be honored.
Live Performances – Who can help me plan?
After you have contacted the Department of Event Management to discuss potential dates and venues, the Production Advisory Group (PAG) may be contacted to further facilitate the process. You may also be asked to submit a Performance Proposal Form. Please visit the PAG’s web site for details.
How do I arrange for my caterer to access the event venue?
- For events scheduled in buildings where key-card access is in place, contracted caterers will be able to obtain a temporary access card by stopping in @ Public Safety when they arrive on campus.
- For rooms scheduled at times when they may not normally be unlocked already, it will be necessary for you, as the event planner, to arrange to meet them on site with a key to unlock the facility for them. It will also be necessary for you to plan to return to lock the facility after the caterer has completed their cleaning.
What about outdoor events?
All outdoor events are scheduled by submitting an Event Reservation Request. The Department of Event Management will assist you in coordinating the set up of services for outdoor events, which will be provided by Facilities Services. Those services will be charged back to the event budget.
How do I arrange for set up/clean up for events that do not have catering included?
The service needs are arranged through the Event Scheduler that you originally reserved the space with and were listed in R25, as it has been done in the past. Those service charges will be billed back to the event budget.
What are the expectations of the non-college catering company that impact my event planning?
- The caterer will arrange with you (the event planner) the window of time they need to set up and clean up the event.
- At no time will they arrive to set up earlier than 3 hours prior to the start of the event.
- All events will be cleaned up no later than 3 hours after the event ends.
- Facilities Services will do the set up for events. The staff time to provide that service will be charged back to the event budget.
- Caterers will provide the necessary service items for the event (linens, dishes, etc.)
- Caterers will work directly with the event planner and at no time contact service providers directly.
- Caterers will work with the event planner to arrange for building access
- All trash resulting from the catering service of the event will be removed by the caterer and not disposed of on campus.
Can I plan for pot luck instead of using a caterer at all?
Yes! But, all alcohol must be provided by a licensed, approved caterer from the list of non-college caterers. It is not within VT State regulations for alcohol service to buy "bring your own" or "serve your own" at any College events.
Who do I need to inform if my event details change?
Changes in date, time or venue must be routed through the appropriate scheduling channel FIRST. It will then be necessary for you to contact the caterer to share those approved changes with them. Then, be sure to inform Media Services & Public Safety if you have arranged for support from their office.
Who do I need to inform if my event is cancelled?
As soon as possible, release the space you have reserved. Then, contact the caterer directly. If you’ve arranged food service through Dining, including pick up service, contact them immediately to prevent food from being ordered or prepared unnecessarily. Then, be sure to inform Media Services & Public Safety if you have arranged for support from their office.
** WARNING **
BE SURE TO FAMILIARIZE yourself with the change or cancellation policies of each caterer.
Can I purchase food from a grocery store or bakery and bring it in to set up for an event myself?
Yes. However, it is not possible to bring food into these licensed Dining facilities: Atwater, McCullough Grille & Social Space, Proctor & Ross. When using a venue licensed by the College it is required that the catering service be provided by the College.
Will the College provide linens?
Linen rental is available through Dining Services.
Do I need to inform anyone that I am using a non-college caterer?
Yes! The caterer you have chosen needs to be recorded in R25 as part of the event record.
Can I have the caterer contact Events Scheduling, Facilities, or any other department directly to obtain any answers to questions they may have?
To avoid these departments making event decisions that may impact the planning or costs related to the event, it is best if all questions for on-campus service are routed through the College member that is planning the event. Please do not advise caterers to contact anyone directly.
Does alcohol still need to be planned for 21 days or more in advance of the event?
Generally, yes! It is best to consult with the caterer providing the alcohol to be sure as each caterer may have their own requirements.
When planning an event with a non-college caterer providing alcohol, who arranges for the alcohol license?
The caterer who will be providing the alcohol is responsible for obtaining the license.
Can events be scheduled in the College Dining Services venues?
Yes! See the Middlebury College Catering Options for details.
Will the College provide the necessary dishware, glassware, etc for any catered events?
The College will provide these items for only those events where the College is the caterer. For events with non-college caterers, those services should be arranged through the contracted caterer or a rental service.
How do I arrange for set up/clean up for events that do not have catering included?
That service needs to be arranged through the person who reserved the space for you and recorded in R25. The cost of providing service will be billed back to the event budget.
Will the College continue to provide table/chairs for all events?
Yes, however, the event budget will be charged for all set up services.
Does any of this apply to registered parties?
Parties arranged by students must follow the requirements as described in the Handbook. The rules that govern registered parties do not apply to any other events on campus.
Is it possible for me to purchase beer, wine or liquor for my event and simply set up a bar?
NO! ALL alcohol served for events MUST be provided by a licensed, approved caterer.
Can I select a caterer to provide alcohol service and then pick up food from a grocery store and set up the food myself?
Yes! However, VT Department Liquor Control requires the alcohol provider provides some amount of prepared food. It will be necessary for you to collaborate with the alcohol provider to manage the details of these requirements.
Do I need to use the same caterer to provide the food if I am selecting a caterer to provide alcohol?
No, it is possible to use more than one caterer to meet the needs of your event.
What do I do if I wish to have alcoholic beverages served at my event?
It is required that alcohol be provided by either the College or by a licensed, approved alcohol provider.
College facilities that remain licensed to provide alcohol are Atwater Dining Hall, McCullough Grille/Juice Bar & Social Space, 51 Main @ the Bridge, Proctor Dining Hall & Ross Dining Hall.
The list of approved caterers identifies those caterers who are licensed to provide alcohol service.
Suppose I choose a caterer that is not on the list of approved caterers and they provide service?
Bills or reimbursements for expenses related to catering services for caterers who are not on the current approved list will not be processed for payment in the Controller’s Office.
What do I do if the caterer I wish to use is not on the list of approved caterers?
It is required that all caterers that support College events be from the approved list. If the caterer you wish to work with has not made arrangements with the College to be included on that list and they wish to do so, they can contact the Director of Dining Services to make those arrangements.
Who manages the list of approved caterers?
The Director of Dining Services.
Can I make arrangements with the non-college caterer of my choice?
Yes! As long as your event is being held in a venue that is not licensed by the college and the caterer you desire is listed on the approved list of non-college caterers.
Is it possible for me to arrange for pick-up service at Dining locations?
Yes! Arrangements for pick-up service can be made in advance of your event by contacting Atwater or the Grille. See Middlebury College Catering Options for more information.
Can I utilize the services of a non-college caterer anywhere on campus?
Yes, anywhere except those areas where Dining Services operates. (Atwater, McCullough, Proctor & Ross)
Suppose the caterer I choose does not wish to comply with the expectations?
The caterers will have agreed to these expectations and signed a contract with the College. It should not be necessary for an event planner to enforce these expectations. However, should the caterer not clean the venue as arranged in the contract, Facilities Services staff will clean the room and your budget will be billed for the service.
Do I need to book a room for more than 6 hours to allow for the caterer to set up and clean up?
It will be necessary for you to work with the caterer to identify the appropriate amount of time required, based upon the catering services they will provide. It is then necessary that you work with the person who reserved the room for you to build that time into the reservation as appropriate.