EAT@NEWCASTLE Event Catering Terms & Conditions
Operating hours
Our standard operating hours are Monday to Friday from 8am to 5pm (excluding Bank Holidays). We are able to support events outside standard operating hours but additional notice is required.
Please note that a supplement of 25% will be charged to cover additional staffing costs for events commencing after 5pm or at weekends. This will be advised at the time of booking depending on your requirements.
Minimum notice periods for bookings
We need:
- a minimum of three working days notice for all bookings
- seven days notice for large dinners and events.
- 10 days notice for weekend and out of hours events
We understand that things can crop up at short notice, and will try to assist if you have a last minute requirement, but can’t guarantee that your chosen items will always be available.
Minimum order value per delivery
- Monday-Friday - £10
- Evenings, Weekends and Bank Holidays - £100
Final numbers
For large events we need your final numbers at least seven working days before your event so that we have time to order in your chosen items. Please be aware that there may be charges applied if numbers are reduced. This will be discussed on an individual basis.
Pricing
All prices are:
- per person unless otherwise stated
- quoted exclusive of VAT
If your event is being charged via a departmental recharge code then VAT on food will not be added. However, if the event is to be paid for by an external client VAT will need to be added to comply with HMRC regulations.
Payments and invoices
When making a booking please ensure you have the following information available:
- Newcastle University cost centre to be charged - this must be provided at the time of booking to enable us to confirm your order
- if your booking is on behalf of an external client we need full address details and a purchase order from the third party - external bookings cannot be taken without this information - and that VAT will be charged
We will confirm your order details but it is your responsibility to check this information and advise us of any amendments.
Sale or return
Only unopened alcohol may be returned on sale or return basis. All opened bottles will be charged.
Special Dietary Requirements
Most dietary requirements can be catered for with notice - please state your requirements when placing your order. Please note: we do not have the facilities to provide Kosher food although we are able to put you in touch with a University supplier who may be able to assist. Vegan food may provide a suitable alternative although it does not meet strict Kosher laws. We can also supply Halal products which are available on request.
We cannot guarantee that our food does not contain traces of nuts.
Food Hygiene
We take food hygiene very seriously and operate within all current hygiene legislation. If, however, you take leftover food away to share with colleagues we cannot be responsible for any food hygiene issues once it is removed from our care.
Delivery times and access
Due to the volume of deliveries we can only accept a certain number of bookings for each time slot. If we are unable to assist you we are able to provide you with contact details for University approved catering suppliers. When booking your delivery time please be advised that this is a guideline time only and we may need to deliver up to 45 minutes prior to your chosen time. We endeavour to deliver all orders within 30 minutes of the actual time required but this is not always possible. Please be reassured that this is well within legal requirements for the delivery and storage of food.
It is essential that there is available access to the catering venue and an appropriate number of tables provided for your items to be set up (you may need to order tables and portering assistance from ESS). If access is not available crates will be left outside the venue in order to meet our remaining delivery commitments. Please be advised that EAT@NEWCASTLE Event Catering reserve the right to use disposables rather than crockery when access to rooms is restricted.
Collections - post event
We will endeavour to collect all items within 24 hours of a delivery. Rooms must be cleared and all items placed back in the containers provided and either left in the room or immediately outside, if the room will be in use when we return to collect. Please note: if items are not repackaged into the crates provided a packing charge will apply.
Please notify the EAT@NEWCASTLE office if the collection location differs from the delivery location.
Missing items
Please note that any returnable items missing will be charged for at the replacement rate.
Cancellations
If you wish to cancel your booking you must notify us verbally as soon as possible and also confirm by email for our records.
Cancellations terms
Formal lunches and dinners:
- five full working days – no charge
- fewer than 5 full working days – 100% of total booking price
Sandwich lunches/finger buffets:
- three full working days - no charge
- fewer than three working days – 55% charge
- fewer than two working days – 75% charge
- on the day – 100% charge
Teas, coffees and refreshments:
- more than 12 working hours – no charge
- fewer than 12 hours – 100% charge
Partial cancellations will be discussed on an individual basis.
