In order for us to make your event memorable for both you and your guests, we ask that you follow these guidelines. If you need assistance at any time, please contact:
Although we will do everything possible to accommodate last minute functions, our most successful events have been planned with a minimum of 3 days notice. This time frame allows us to supply you with the quality products and staffing needed for excellent service and delivery. As they often involve last minute shipping fees and/or higher labor cost, requests received with less than a 3 working day notice are subject to a $100.00 late fee and product availability.
Confirmation of the estimated number of guests is required 36 hours prior to an event. A guaranteed number of guests is required at least 24 hours before the event.
Bates Catering is a service provided by the College and intends only to cover its costs for each event. With this goal in mind, billing for services provided will be based on the guaranteed number of guests received 24 hours prior to the event. Should the number of attendees exceed the guaranteed number, billing will be for the actual number of attendees. When the number of actual attendees is fewer then the confirmed number, billing will be for the confirmed number minus 10%, or for the actual number of attendees, whichever is greater. If no confirmation is received, the bill will reflect the number of guests planned for at the time the order was placed.
All buffet and served prices include labor and linen. should and event exceed the indicated ent time an additional charge for labor will be added.
When charging your event through Bates College, please provide organization, fund and if applicable activity number. For large functions, Event Reservation sheets must be signed by an authorized party, dated and returned to the catering department. This information is required and orders cannot be processed without it. Cash or check, with the prior approval of Special Projects may pay for events not being charged through Bates College.
Cancellations received up to 24 hours before the event will not be charged, provided catering has not incurred any extraordinary costs for the event. After that, cancellations will be charged a minimum of 50% of the estimated cost.
Bates Dining is skilled at preparing a wide variety of specialty dishes using customer provided recipes. If your event includes specific recipe you will need to allow additional time in order to ensure all ingredients are available and the recipe is tested.
Any orders not picked up within a half hour of the scheduled pick up time will be returned to stock and charged a 30% restocking fee. In the event that the order needs to be prepared again, an additional 20% service fee will be assessed.
Equipment on Loan
All equipment delivered is on loan and replacement charges will be added to the final bill for items not returned. Utensils, pots and pans are available for use on a very limited basis; requests must be made in advance through the catering office. A deposit is due upon pick-up and will be refunded when all items have been returned.
Charges may be assessed for the delivery or clean up of Dining Service equipment depending on the amount requested.
When Placing an Order…
Please have the following information ready before you place a catering order.
- Verification that the venue has been blue slipped and set-up noted. (This should be arranged with Claire Lavallee in the C.S.A. office 786-6305. It is the customer’s responsibility to return furniture and other items to their original position should they need to be rearranged or removed from the location.)
- Location, date and time of the event
- Number of people attending the event
- Type of service desired (i.e. buffet or served, paper or china)
- Floral arrangements, linen color and other specialty decor items desired
- Department name, telephone number and e-mail address of person filing the reservation
- To place your order contact Donald Desrosiers, Catering Manager at (207)786-6298 or firstname.lastname@example.org .
We have prepared menus for you to use as a guideline in planning your event. Although we offer a unique and wide variety of foods, please keep in mind that all choices may not be suitable for the venue of your event. Please allow us to assist you in making your choices and arranging for any special requests. Complete customer satisfaction is Bates College Catering Services’ goal. By working together we can make selections that allow us to work effectively and ensure complete customer satisfaction for your event.
Bates College Catering Guide
Click here to download Student, Staff and Faculty Catering Guide 2012-2013, These booklets contain the complete catering guidelines and menus. (You will need Adobe Acrobat Reader to view the file)