Catering Services
Food on Campus
Standard Terms and Conditions for the provision of Food and Beverages from the Events Department.
1. Definitions
In these conditions the following terms have the following meanings.
“Events” The Events department part of Food on Campus.
“Booking” A booking made for catering via the internet booking system.
“Price” The price shown on the booking form.
“Client” The Person who made the booking or their department.
“24 hours” One complete working day.
2. Bookings
We are unable to accept verbal bookings.
Orders will be confirmed within 24 hours by email. Confirmation will include a copy of the booking form and a reference number. If you do not receive confirmation within 24 hours please contact the Events Office on extension 3691 or email catering.events@port.ac.uk as we may not have received your order. Please note that we are only able to process bookings during our office hours 9.30 am till 4.00 pm. Your booking should not be considered as confirmed until you receive confirmation from us via e-mail.
Bookings and final numbers must be received at least 2 working days in advance.
Bookings made less than 2 days in advance may be accepted at the discretion of the Events Department. This booking will be classed as a late booking and as such, a late fee will be applied. The booking will only be able to be placed by a member of the Events team. We will always attempt to accommodate last minute bookings, but this may result in reduced availability of some menu items and limited delivery slots.
- For late orders placed less than 48 hours = 10% of total bill
- For late orders placed less than 24 hours = 20% of total bill
Evening or weekend hospitality requires 10 working days notice. We respectfully reserve the right to refuse any requests that do not reach the Events office within the notice period. It will be at the discretion of the Events team to determine how many staff is required to service an event. The Events team work up until 17.30 Monday to Friday, after this time a staff fee is charged. A staff fee is charged for all events on weekends.
- Monday to Friday after 17.30 £10.00 per full or part hour
- Saturday £15.00 per full or part hour
- Sunday £20.00 per full or part hour
Cancellation can be made by a customer up unitl two days of the event. After that time the customer must notify a member of the Events team who will make the cancellation manually on the back office system. Please email catering.events@port.ac.uk quoting the catering booking number. This will be subject to a cancellation charge.
In the event of a full or partial cancellation of a confirmed booking the following cancellation charges will apply:
- Cancellation made with less than 48 hours notice – 50% of expected income based on numbers
- Cancellation made with less than 24 hours notice – the full cost will be incurred
If an event requires a special purchase order for an item or items that we do not normally stock, or it is above our normal stock holding, the full cost of this item will be charged in the case of a cancellation.
Amendments to a booking can be made by the customer up until two days of the event. After that time the customer must notify a member of the Events team who will make the amendment manually on the back office system. This will be subject to an amendment fee.
- Amendments made with less than 48 hours notice - 10% of the total bill will be charged
- Amendments made with less than 24 hours notice - 20% of the total bill will be charged
Prices are correct at the time of going to print. However, some adjustment may be made in the event of seasonal variation or shortage. You will be advised at the time of booking. When a menu has been ordered some time in advance we hold the right to change the content or exchange items that maybe no longer available. The cost of bespoke menus may also change without notice.
If a customer requires Events to order a special purchase item or items that have a minimum case size, the full case must be purchased regardless of whether the event requires less than the case size. For example, 3 bottles of Champagne are required and the minimum case size 6 bottles, all 6 will be charged.
3. Menu Selection
Most special dietary requirements, including religious options can be catered for, please state your requirements when placing your order. Due to the necessary strict requirements we cannot provide Kosher food. We can provide Vegan food although this does not meet strict Kosher laws. We can also provide certain Halal products which are available upon request.
We cannot guarantee that our food does not contain traces of nuts.
Clients ordering jugs of tap water must note that it is the responsibility of the customer to source the water to fill the jug. Glassware to accompany tap water will incur a charge of £0.05 per glass to cover delivery and clearing.
Whilst every effort will be made to produce the exact menu agreed, Events reserve the right to alter a particular ingredient or item on the menu if it is not available, and replace it with a suitable alternative. Every endeavour will be made to inform the client of any changes in advance.
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 catering team please do not hesitate to call extension 3691 or email catering.events@port.ac.uk
Menu Key
M = Meat F = Fish
V = Vegetarian Vg = Vegan
GF = Gluten Free H = Healthy
Numbers in brackets = portion size
4. Staffing
Service Staff are available (minimum 2 hours) at £10.00 per hour or part hour per person. Staff will automatically be assigned to start 30 minutes before the event begins for set up purposes. We strongly recommend that staff are requested for drinks receptions and other events with alcoholic beverages.
5. Deliveries
All buffets are delivered with menus, labels and comment cards. All items will be supplied with the necessary crockery, glassware, tablecloths and napkins as standard. We will provide tablecloths for the buffet table free of charge, any additional cloths required will be charged at £1.50 per cloth. Crockery, cups and utensils will be delivered for the numbers booked. An additional charge will apply to any extra items requested.
Flowers are also available to be purchased, please ask at the time of booking if required.
Events will endeavour to make every effort to deliver the goods at the time agreed with the Client. However, due to circumstances beyond the control of Events this may not always be possible; Events will keep the organiser fully informed of any delays if they should occur.
We suggest that Clients order deliveries 15 minutes for beverages and 30 minutes for food items before they are actually required. Please note that on exceptionally busy days deliveries may be made up to 60 minutes prior to your requested time. Please allow for early deliveries when making your room booking.
It is the responsibility of the customer making the booking to check that the room being used is one in which catering is permitted. Where possible, it is advisable to book a separate room for lunch deliveries to minimise disruption to your meeting.
The customer must ensure that a suitable location with access via a lift (where higher or lower than ground level) is selected for the catering ordered.
Our Events staff will layout the catering if tables are provided; otherwise, the delivery will be left for the customer to unpack. It is the customer’s responsibility to organise the setting up of tables prior to catering being delivered and to ensure that adequate tables are provided for the size of booking. If further assistance is required, please call the Events office on extension 3691 or email catering.events@port.ac.uk.
Should there be no access to the allocated room for delivery, the food or beverages will be returned to the kitchen to be redelivered at a more convenient time. It is the responsibility of the person placing the order to inform us whether the meeting can be disturbed and times that access is permitted.
The Events team at University of Portsmouth uses nominated suppliers for all food products and therefore we cannot accept responsibility for any food items purchased outside and consumed on campus. In accordance with the Food Safety Act, customers are strongly recommended not to undertake the preparation of food themselves. All catering staff are trained and qualified in basic and advanced food hygiene this is part of the University duty of care to both Students and staff. Should all or any part of the function be outsourced the Department cannot be held responsible for any prosecution or breach of Food Safety Act.
6. Service Specifications
6a. Standard Coffee and Tea Services
Our standard beverage services are provided on a self-service basis and include the provision of:
- Insulated flasks of Fairtrade filter coffee – sufficient coffee is provided to serve each delegate with at least one cup.
- Insulated flasks of hot water – enough hot water is provided to serve each delegate with at least one cup.
- A selection of Fairtrade, Specialty and fruit tea sachets, Decaffeinated coffee sachets at a ratio of 1 sachet per 20 delegates. These are supplied in a wooden tea box.
- Milk Sachets/Fresh milk
- Fairtrade Sugar Sticks and Sweetener Sachets.
- China/Disposable cups and saucers, teaspoons/stirers, table bin.
We also offer a selection of cakes, pastries and biscuits as an accompaniment to our coffee and tea.
6b. Beverages, Sandwiches & Buffets – Delivery & Collection
Our delivery coordinator will check your order and 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.
As part of your booking you will be supplied with the following as standard:
- Table covering
- Paper napkins
- China crockery or disposable
- Cutlery, serving utensils
- Condiments and accompaniments
- Name cards for all items provided
6c. Drinks Reception
We strongly recommend that events serving alcohol should be staffed. Service tables will be clothed with linen table covers. White, rose and sparkling wine will be provided chilled; red wine will be provided at room temperature appropriate glassware will be provided.
The University operates a strict no alcohol policy before 5.00 pm on weekdays with the exception of Graduation week. Please note this before placing any orders for alcohol and also you will be required to seek permission from the Vice Chancellor to place this order.
7. 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 it is required to ensure its freshness.
Food deteriorates when left out at room temperature for long periods.
We would advise that no food should be consumed after 3 hours should you wish to take food back to your office after this time it is done at your own risk.
8. Collections
We will endeavour to collect all the equipment on the same day or by 9.00am the following day.
Please indicate clearly at the time of booking when we should collect items.
Please ensure that all items are ready for collection after your event. Please notify the Events Department if the location for collection has changed. A refuse bag is provided for your ease in disposing of all non-returnable items. It is the client’s responsibility to dispose of these items so that the refuse bag is ready for collection by our staff.For Health & Safety reasons all leftover food is the property of Events and will be disposed of by us.
Customers are responsible for any loss or damage to our equipment whilst 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.
- China plate - £1.00
- China cup & saucer - £2.00
- Glass - £0.50
- Glass Jug - £2.50
- Flask (variety of size) - £10 - £40
- Table Bin - £15
- Coffee Station - £100
- Tea Box (variety of sizes) - £10-£30
- Biscuit Box (variety of sizes) - £10
- Fruit Basket (variety of sizes) - £5 - £10
- Salad Bowls (variety of sizes) - £5 - £20
- Serving Cutlery not disposable - £5
9. Quality Assurance
As we continually strive to improve the quality of our service we welcome your feedback. From your comments we will be able to improve our service.
The Events Department has an on line feedback link and deliveries are accompanied by a customer comment card. We value our client’s feedback and will always follow up on comments.
Our 10 Point Customer Promise
- We will always put the customer first.
- We will strive to keep prices down.
- We will source the most suitable and ethical products.
- We will provide a friendly and helpful service at all times.
- We will constantly develop and deliver new and exciting food ideas and innovations.
- We will regularly review our opening hours in our busiest units.
- We will resolve customers concerns fairly, consistently and promptly.
- We will carry out a local price comparison with our competitors and publish it each month.
- We will always act with integrity and respect at all times.
- We will actively seek customer feedback suggestions on how to improve our service.
10. Environmentally Aware
The Events Department are fully aware of the environmental issues that we all need to take responsibility for; and wherever possible we want to play a role in helping the environment.
Wherever possible we use local suppliers to reduce our carbon footprint. We also try to arrange deliveries together to minimise our carbon emissions.
The department also has a Sustainable Policy for Catering Services, which can be found on our internal webpage.