Hospitality Booking Information
Terms & Conditions
The Hospitality Team aims to provide a high quality service, offering value for money for
all our customers.
We aim provide a comprehensive hospitality provision for our customers, providing an efficient and
friendly service at all times. We offer a selection of food and beverages, from finger buffets and
sandwich luncheons to tea, coffee and biscuits. The Hospitality Team co-ordinate and manage the
delivered food service with efficient management, administration and organisation and by
monitoring performance and feedback. We always aim to exceed your expectations.
BOOKING INFORMATION
Order form & menus:
To view our hospitality menus and download the order form please visit:
http://www.fxplus.ac.uk/work/hospitality
Contact & opening hours:
The Hospitality Team
Monday to Friday 0900 – 1700
T: 01326 259379 x259379
T: 01326 370428 x1428
T: 01326 255711 x5711
E: hospitality@fxplus.ac.uk W: www.fxplus.ac.uk/work/hospitality
Glasney Lodge, Penryn Campus, Treliever Road, Penryn TR10 9FE
Delivery times & minimum orders:
There is no delivery charge within standard delivery hours which are as follows:
Monday to Friday 0800 - 1700 hours
The minimum order value is £10 per delivery.
Order confirmation:
Orders will be confirmed within one working day by email. Confirmation will consist of a booking
contract and reference number. If you do not receive confirmation within 24 hours please contact
the Hospitality Team on x259379 as we may not have received your order.
Please note: we are only able to process bookings during office hours. Orders must be submitted
with a valid Purchase Order (PO) number with the exception of Falmouth Exeter Plus and FXU
who must submit a cost code. Your booking should not be considered as confirmed until you have
received an email confirmation from us.
Bookings & final numbers:
Bookings and final numbers for hospitality beverage orders must be received by 1500 hours the day
before your event. Orders for all other menus must be received within the following timescales:
•
Standard buffet orders by 1400 hours, two full working days prior to your event
•
Bespoke buffet orders by 1500 hours, 10 working days prior to your event
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Late order charges:
Bookings made outside the specified timescales may be accepted at the discretion of the Hospitality
Team. These orders will be subject to late order charges as follows:
•
24 hours for beverage orders, 10% of catering order or £10 (whichever is greater)
•
48 hours for standard buffet orders, 20% of catering order or £20 (whichever is greater)
We will endeavour to accommodate last minute bookings but this can result in reduced availability of
some menu items and limited delivery slots.
Collections: All hospitality collections after 1700 hours will incur a collection fee of £10
Evening & weekend hospitality:
Evening and weekend hospitality requires 10 working days’ notice. We respectfully
reserve the right to refuse any requests that do not reach the Hospitality Team within the
required notice period.
All deliveries outside of the standard working week, Monday to Friday 0800 - 1700 hours,
will be subject to an out of hours delivery charge, as follows:
Early Morning/ Evening Orders: Flat rate of £20 per order, unless the value of order for
each day exceeds £250 when the £20 would be waived.
Weekend Orders: Flat rate of £50 per order, unless the value of order for each day
exceeds £250 when the £50 would be waived.
Collections:
We will endeavour to collect all equipment on the same day or by 0900 hours on the following day.
Please indicate clearly on your booking form the time when we are able to collect these items.
Amendments & cancellations:
For all amendments and cancellations to orders, please email the Hospitality Team at:
hospitality@fxplus.ac.uk quoting the booking reference number.
A full or partial cancellation of a confirmed booking, will lead to the following cancellation charges:
•
five working days prior to the event, 25%,of catering costs based on confirmed numbers
•
two working days prior to the event, 50% of catering costs based on confirmed numbers
•
24 hours prior to the event, 100% of catering costs based on confirmed numbers
There is no sale or return policy on food and beverage orders.
Loss or damage to equipment:
Customers are responsible for any loss or damage to the equipment supplied whilst it is in their
charge. A charge will be made if items are not available for collection at the end of your event. Any
returnable items missing or broken will be charged at the following replacement rates:
Plate (9")
£1.00
Glass jug
£5.00
Cutlery
£1.00
Flask
£20.00
Cup and saucer £2.00
Display platter/dish £30.00
Table cloth
£2.50
Water Boiler
Table bin
£15.00
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OTHER INFORMATION
Deliveries:
Our Hospitality Delivery Team will check your order and, when possible, will set out your
refreshments discreetly and with minimum disruption to your meeting. If, due to confidentiality, you
do not require this service, please advise us accordingly when making your booking. If you would
like the catering to be delivered and left outside the room please state this on the order form.
All buffets are delivered with menus, labels and comment cards. All items are supplied with the
necessary crockery, glassware, tablecloths and napkins as standard. We will provide a tablecloth for
the buffet table free of charge. Any additional tablecloths required will be charged at £2.50 per
cloth. Crockery, cups and utensils will be delivered for the numbers booked. An additional charge
will apply to any extra numbers requested. Prices are available on application.
We advise that orders may be delivered up to 30 minutes prior to the specified delivery time. Please
allow for early deliveries when making your room booking. Our delivery teams will deliver your order
to the required meeting room as requested. If the meeting room is already occupied, deliveries will
be left outside the meeting room. It is the responsibility of the Event Organiser to ensure that a
responsible person is available to receive deliveries as our delivery teams need to return to the
kitchen once an order has been delivered and are not able to remain with unsupervised deliveries.
We will make every effort to deliver the goods at the time agreed with the organiser. However, due
to circumstances beyond our control, this may not always be possible. We will endeavour to keep
the organiser fully informed of any delays if they should occur.
Menu selection:
Our menus have been designed to stand alone or be combined for larger events. Minimum orders do
apply and the details of these are shown clearly on each menu page. They can be summarised as
follows:
Menu
Minimum Order
Notice Period
Availability
Working Breakfasts
20 covers
10 working days
0700 – 1030 hours, Mon - Fri
Sandwiches
1 cover
2 working days
0900 – 1700 hours, Mon - Fri
Platters
6 covers
2 working days
0900 – 1700 hours, Mon - Fri
Salads
6 covers
2 working days
0900 – 1700 hours, Mon - Fri
Cornish Ploughman’s
6 covers
2 working days
0900 – 1700 hours, Mon - Fri
Canapés
20 per item
10 working days
Refer to Hospitality Team
Cooked platter items are not served hot. All buffet items are freshly cooked before leaving the
kitchen, and will be warm upon arrival at your meeting room. We recommend that your buffet is
consumed as close to the specified time of delivery as possible to ensure the best dining experience.
Special dietary requirements can be catered for and must be stated on the form at the time of
ordering. Due to the necessary strict requirements, we cannot provide Kosher or Halal food. We can
provide vegan food, although this does not meet strict Kosher and Halal laws.
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Whilst every effort is made to produce the exact menu agreed, we reserve the right to alter a
particular ingredient or item, if it is not available, and replace it with a suitable alternative. Where
possible, every endeavour will be made to inform the client of any changes should they arise.
Menus are subject to change according to the availability of products. All prices are exclusive of VAT,
with the exception of alcohol.
If you need any advice or would like to discuss your requirements in more detail with a member of
the Hospitality Team, please do not hesitate to contact us on: x259379
Storage:
When your food has been delivered, store it carefully away from direct sunlight or heat sources such
as radiators and draughts. If at all possible, ensure that fresh cream products are kept apart from
strong flavoured foods. Keep your food covered until required ensuring freshness. Food deteriorates
when left out at room temperature for long periods. We advise that you consume your meal within
one hour of receipt. We would advise that food should not be consumed after three hours.
Menu key:
M = Meat
F = Fish and Seafood
V = Vegetarian
Vg = Vegan
GF = Gluten Free
Numbers in brackets = portion size
We cannot guarantee that our food does not contain traces of nuts.
Staffing:
Assisted service is not offered as standard, but is available by request at a cost of £10.00 per person
per hour or part hour, with hours required to be agreed with the Event Organiser and the Hospitality
Team as appropriate for each specific event.
Suppliers:
We use only nominated suppliers for all our food products and therefore we cannot accept any
responsibility for any food items purchased off campus. In accordance with the Food Safety Act,
customers are strongly recommended not to undertake preparation of food themselves.
Our catering service is the internal catering supplier for the Penryn Campus. However, we recognise
that there may be times when you require the services of an external caterer. When using an
external caterer, it is important that we, as a campus, ensure that each caterer meets strict food
hygiene criteria. If using external catering suppliers, Event Organisers must supply the following
documentation to the Head of Catering Services, Alison Childress on alison.childress@fxplus.ac.uk:
• Public liability certification
• Hygiene certification
• Risk assessment for the production, transportation and service of food (particularly if high
risk foods are being served)
• Notice stating that food is wholly prepared off site, and that none of the campus facilities
and utilities are required for either the cooking or preparation of the food
We maintain a list of approved catering services and would be happy to add new suppliers to this
list, providing full documentation is received
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Quality assurance:
As we continually strive to improve the quality of our service, we welcome your feedback. Comment
cards will be delivered with each order and we encourage our customers to complete these and
leave them for the delivery teams to collect after your event. From your comments we will be able
to continually improve our service.
The Hospitality Team will periodically send out questionnaires designed to elicit further comments on
the quality of our service.
Environmentally aware:
The team are fully aware of the environmental issues that we all need to take responsibility for, and,
wherever possible, we want to play our role in helping the environment.
Our disposable containers are biodegradable. The products are produced from:
Polylactive acid:
A friendly alternative to conventional petrochemical derived products
Fibre moulded products:
A range of compostable dinnerware made from renewable plant material, which includes sugar cane
and reed fibre.
All sandwich packaging is biodegradable.
Wherever possible, we use local suppliers to decrease our carbon footprint. We also try to arrange
deliveries together to minimise our carbon emissions.
Customer Promise:
Our customers are our priority.
We promise:
• To make our customers the focus of everything we do
• To be proactive and consistent
• To offer a professional and credible service
• To act with integrity and respect at all times
• To provide the best possible customer experience possible at every opportunity
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