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.

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.

• 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.

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.

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.

• 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.

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.

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.

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.

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.

Linen rental is available through Dining Services.

Yes!  The caterer you have chosen needs to be recorded in R25 as part of the event record.

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.

Generally, yes!  It is best to consult with the caterer providing the alcohol to be sure as each caterer may have their own requirements.

The caterer who will be providing the alcohol is responsible for obtaining the license.

Yes! See the Middlebury College Catering Options for details.

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.

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.

Yes, however, the event budget will be charged for all set up services.

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.

NO!  ALL alcohol served for events MUST be provided by a licensed, approved caterer.

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.

No, it is possible to use more than one caterer to meet the needs of your 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.

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.

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.

The Director of Dining Services.

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.

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.

Yes, anywhere except those areas where Dining Services operates. (Atwater, McCullough, Proctor & Ross)

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.

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.