MIDDLEBURY COLLEGE
Catering & Events
Planning
FREQUENTLY
ASKED QUESTIONS
CATERING & EVENTS PLANNING
FREQUENTLY ASKED QUESTIONS
Table of Contents
Event Planning ……………………………………………….........................3
Planning timeline
Expectations of Caterer
Room reservations to accommodate caterer’s needs
Catering Services
………………………………………………...............5
Where catering can occur
What food service support Dining can provide
Choosing a non-college caterer
Providing Alcohol
………………………………………………...............7
Where can alcohol be provided
Finding an outside caterer to provide alcohol
General rules about providing alcohol
Equipment Set Up
…………………………………………………………..8
Tables/Chairs
What the caterer is expected to provide
How to relay set up information
Dining Services Venues
…………………………………………………...9
What dining services venues can be used
How to arrange for dining services venues
Dining venues and alcohol
Working with Non-College Caterers
…………………………………….11
Arranging alcohol with an outside caterer
Disseminating information on behalf of an outside caterer
Event Changes & Cancellations
…………………………………….……..12
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EVENT PLANNING
Q. How late can events be planned?
A. 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.
Q. What are the expectations of the non-college catering company that impact
my event planning?
A.1. The caterer will arrange with you (the event planner) the window of time they need
to set up and clean up the event.
A.2. At no time will they arrive to set up earlier than 3 hours prior to the start of the event.
A.3. All events will be cleaned up no later than 3 hours after the event ends.
A.4. Caterers will be required to set up venues with the tables/chairs provided.
A.5. Caterers will provide the necessary service items for the event (linens, dishes, etc.)
A.6 Caterers will work directly with the event planner and at no time contact service
providers directly.
A.7. Caterers will work with the event planner to arrange for building access
A.8. All trash resulting from the catering service of the event will be removed by the
caterer and not disposed of on campus.
Q. Suppose the caterer I choose does not wish to comply with the expectations?
A. 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.
Q. Do I need to book a room for more than 6 hours to allow for the caterer to set
up and clean up?
A. 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.
Q. How do I arrange for my caterer to access the event venue?
A.1. 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.
A.2. 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.
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Q. How do I arrange for set up/clean up for events that do not have catering
included?
A. That service needs to be arranged through the person who reserved the space for
you and recorded in R25, as it has been done in the past.
Q. What about outdoor events?
A. Outdoor catered events will require that the caterer provide tables/chairs. Outdoor
events without catering will arrange for service needs as has been done in the past.
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CATERING SERVICES
Q. Will all the event venues still be able to be scheduled for catered events?
A. All venues that are used for events will continue to be available.
** See College Dining Services venues section for more details about utilizing College
dining services for events.
Q. Can I utilize the services of a non-college caterer anywhere on campus?
A. Yes, anywhere except those areas where Dining Services operates. (Atwater,
McCullough, Proctor & Ross)
Q. Can I still ask Dining Events to cater events?
A. The only events Dining Events will cater will be those events held in Atwater Dining
Hall. Events held in any non-dining services venue will require the utilization of a noncollege caterer.
** See College Dining Services Venues section for more details about utilizing college Dining Services for
events.
Q. Will it be possible for me to arrange for pick-up service at Dining locations?
A. This will be possible only at Atwater and the Grille. Advanced arrangements can be
made for pick-up services at either of these locations. Orders will need to be placed no
less than 7 days prior to the pick up.
Q. Who do I contact to make these arrangements?
A. For food pick up orders only, contact Steve Reigle @ the Grille. Atwater pick up
orders will be available later this Fall and that contact information will be provided at a
later date.
Q. Can I make arrangements with the non-college caterer of my choice?
A. Yes, as long as that caterer is listed on the approved list of non-college caterers
found at this link ______________ on the web.
Q. Who manages the list of approved caterers?
A. The Director of Dining Services.
Q. What do I do if the caterer I wish to use is not on the list of approved caterers?
A. It will be necessary for you to choose a caterer from the approved list of caterers. 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.
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Q. Suppose I choose a caterer that is not on the list of approved caterers and
they provide service?
A. 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.
Q. Can I purchase food from a grocery store or bakery and bring it in to set up for
an event myself?
A. Yes. However, it is not possible to bring food into these licensed Dining facilities:
Atwater, McCullough Grille & Social Space, Proctor & Ross and FIC. As of September
1, 2009, FIC Freeman Dining Room & Annex will no longer be licensed and non-college
catering services can be utilized in that facility after that date.
Q. Can I plan for pot luck instead of using a caterer at all?
A. Yes, but all alcohol must be provided by a licensed, approved caterer from the list of
non-college caterers.
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PROVIDING ALCOHOL
Q. What do I do if I wish to have alcoholic beverages served at my event?
A.1. College facilities that remain licensed to provide alcohol are Atwater Dining Hall,
McCullough Grille/Juice Bar & Social Space, Proctor, Ross Dining Hall, and 51 Main
Street. To arrange events for the dining halls, contact the Events Scheduling &
Information Office. To arrange events for 51 Main Street, call 388-8209.
A.2. The list of approved non-college caterers will identify those caterers who are
licensed to provide alcohol service. It will be necessary for you to select one of those
caterers for this service to have alcohol included in any venue not already licensed for
the College.
Q. Do I need to use the same caterer to provide the food if I am selecting a
caterer to provide alcohol?
A. Although this is not a requirement, it is strongly encouraged.
Q. Can I select a caterer to provide alcohol service and then pick up food from a
grocery store and set up the food myself?
A. Yes. However, VT Department of Liquor Control requires the alcohol provider
provides some of the food. It will be necessary for you to collaborate with the alcohol
provider to manage the details of these requirements.
Q. Is it possible for me to purchase beer, wine or liquor for my event and simply
set up a bar?
A. No. ALL alcohol must be provided by a licensed, approved caterer.
Q. What about registered parties?
A. Parties arranged by students must follow the requirements as described in the
Handbook, Alcohol and Other Drugs: Public Health Policy and Party Regulations.
Registered parties are private, student events only. The rules that govern registered
parties do not apply to any other events on campus.
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EVENT EQUIPMENT/SET UP
Q. Will the College continue to provide table/chairs for all events?
A. Tables/chairs have been placed in storage in areas on campus where it is generally
necessary to set these items up for catered events. Contracted caterers will be required to set
this equipment up and clean up the equipment themselves as part of the service they will
provide to your event. The Events Scheduling Office will work with you to locate a venue
appropriate to your event where this service is either unnecessary, or can be provided by the
caterer.
Q. How do I arrange for set up/clean up for events that do not have catering included?
A. That service needs to be arranged through the person who reserved the space for you and
recorded in R25, as it has been done in the past. The cost of providing service will be billed
back to your budget.
Q. Will the College provide the necessary linens, dishware, glassware, etc for any
catered events?
A. No. The caterer must provide all of the equipment required to meet their needs.
Q. Will the College provide linens for tables that are not part of the food service portion
of the event? (award tables, meeting tables, registration tables, etc.)
A. No. It is best that you rent these from the caterer as part of your catering needs. Linens will
not be available from Dining or from Facilities Services.
Q. How do I arrange for linens for tables for events where I am doing a pick up service
and setting up the food myself, or for events where no catering is being arranged?
A. At this time it will be necessary for you to manage this need on your own. Discussions are
being held in an effort to identify possible solutions that will serve the best interests of the
College.
Q. Do I still arrange for all equipment to be set up by Facilities Services?
A. No. The caterers on the list of approved caterers have been trained and have access to
utilize the College’s basic equipment needs for events on campus. The caterer will be
responsible for setting up the event and for clearing the equipment they set up.
Q. What do I do if I need other equipment?
A. As you have in the past, you should work with the person who scheduled your event to
arrange for other equipment such as easels, bulletin boards, podiums, etc. The cost of
providing this service will be billed back to your budget.
It is expected that the caterer will be able to provide any tables or chairs needed for your event
without needing to request those items from Facilities Services. It is necessary that catered
events are scheduled in venues where the equipment stored in that area will meet the needs of
the event as Facilities Services will be unable to provide additional tables/chairs for events.
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COLLEGE DINING SERVICES VENUES
Q. Can I schedule events in the College Dining Services venues?
A. Yes. Some events may be able to be accommodated in Atwater, McCullough,
Proctor and Ross.
Q. What events may be possible in these locations?
A.1. The Events Scheduling & Information Office will work with you to determine the
appropriate location for your event.
Atwater Dining Hall -- On Tuesday through Saturday evenings Atwater Dining Hall will
be available for catered meals. This venue will best serve large events, but no
restrictions exist for a small event. The menus for these meals will be selected by the
event planner.
McCullough - Events approved for any area of McCullough will be able to have food as
arranged with the Manager for that building.
Proctor Redfield - is now a section of Proctor Dining Hall and will be used for serving
meals to students. Catered functions, with a special menu, will not be able to happen in
Redfield. However, Redfield will be available for a commons style dinner or a dinner for
a group wishing to take advantage of the meals served in the dining hall. Events
approved for Proctor Redfield must take advantage of the food service provided in the
Dining Hall. These events will need to occur after the dining hall closes.
Ross Dining Hall - may be available for those wishing to meet at a dining room table
and have the meals billed to their department, or have attendees pay with cash on site.
Q. How do I schedule these venues for events?
A. Contact the Events Scheduling & Information Office to schedule these venues for
events.
Q. How do I arrange for food service for an event that has been approved and
scheduled in one of the dining facilities?
A. Once your event has been approved and scheduled, the Events Scheduling Office
will provide you with the appropriate person to contact to arrange food needs for the
event.
Q. Will Dining Services be able to provide alcohol services for events scheduled
in dining facilities?
A. Yes. All dining rooms have alcohol licenses and this service can be provided for
events that are scheduled after the dining hall closes.
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Q. Will there be extra charges applied to the cost of my event if alcohol is
provided?
A. Yes. Staffing needs will be dictated by the physical structure of each building and
VT State law. These wages would be charged back to the event and will be at an
overtime rate, plus benefits.
Q. Can Dining Services provide alcohol services for an event held on any of the
dining hall terraces?
A. The Events Scheduling & Information Office will review these service requests on a
case-by-case basis.
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WORKING WITH THE NON-COLLEGE CATERER
Q. Does any office provide support to work with non-college caterers to plan
catering needs?
A Yes, for a period of one year, while the College goes through this transition the
Events Scheduling & Information Office will provide this support.
Q. When planning an event with a non-college caterer providing alcohol, who
arranges for the alcohol license?
A. The caterer who will be providing the service.
Q. Will this still need to be arranged no less than 21 days in advance of the event?
A. Yes! Plan 21 days at a minimum, but it is encouraged you communicate with your
caterer as early as possible as they may have different requirements.
Q. Can I have the caterer contact Events Scheduling, Facilities, or any other
department directly to obtain any answers to questions they may have?
A. No. We ask that all communications with non-college caterers be funneled through
the department planning the event.
Q. Do I need to inform anyone that I am using a non-college caterer?
A. Yes, the caterer you have chosen needs to be recorded in R25 as part of your event
record.
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EVENT CHANGES/CANCELLATIONS
Q. Who do I need to inform if my event details change?
A. 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 technical support from their office.
Q. Who do I need to inform if my event is cancelled?
A. 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 technical support from their office.
** WARNING **
BE SURE TO FAMILIARIZE YOURSELF WITH THE CHANGE OR CANCELLATION
POLICIES OF EACH CATERER.
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