Hospitality

Catering & Retail Services are supporting the University’s application to achieve FAIRTRADE status, in doing so we will be providing FAIRTRADE Tea and Coffee to all delivered Hospitality from now on.

Other FAIRTRADE products will be introduced as the programme develops.

We are also phasing in changes to the office based beverage systems to Kenco Singles whose products support the Rainforest Alliance.

For enquiries with respect to Hospitality bookings or general catering & retail administrative matters contact:
Catering & Retail Hospitality and General Administration Support on:
Tel: 0191 243 7792
Tel: 0191 227 4881
Tel: 0191 227 4979

Or visit the Catering Contacts page.

Help us to help you - some useful tips and hints in planning a successful event

Making your Hospitality Booking

It is very important that the information that the Hospitality Team receives is up to date and accurate. Please note the guidance listed below.

To ensure that you receive the best possible service we advise you to contact  Catering & Retail Services as soon as you are aware that hospitality is required. Our team has a wealth of experience to enable your event to go as smoothly as possible.

As we operate a busy service and need to forward plan such things as food ordering, staff availability and possibly transport, as much notice as possible will ensure your event will be as you planned.

The Hospitality booking system will not accept bookings with less than 72 hours notice. The notice period excludes weekends. So please forward plan. Bookings for Monday must be made no later than 9.00 am on the previous Thursday. All reports are pulled off the day prior to the event. *** No changes or cancellations will be able to be made online 72 hours prior to the event. ***

In the event of emergency catering being required or last minute changes being notified, we would always advise speaking with your local catering contact first. We will endeavour to provide your catering needs, but are unable to guarantee that your request will be fulfilled at short notice. An administration charge of £16.50 will be levied whenever an amendment to an order has to be undertaken by Catering & Retail Services, we therefore advise that your numbers are finalised and your online order is updated prior to the automatic deadlines becoming effective.

Our Hospitality teams make in excess of 6,000 journeys each year; we endeavour to deliver within 20 minutes of the time requested. However, there may be occasions when circumstances beyond our control conspire to prevent this. Should this arise we will contact the event organiser to explain the problem and work out a satisfactory solution.

Whenever Catering staff have delivered or cleared hospitality and the room is unoccupied they will turn off lights as part of our contribution towards energy reduction and support for university environmental policies.

Room Booking & Room Setting

We strongly advise that you assess the room you have booked for your event for suitability, ask yourself the following questions;

• Is the room large enough for the numbers attending?
• Is there sufficient table space to accommodate the food, and beverages?
• Will staff be able to gain access to deliver the hospitality in good time?
• If the room is for a meeting and the service of food, is there enough space/furniture?

Delivery/Collection Guidelines

- Delivery is free from Monday until Friday. Over the weekend a delivery charge will be applied.

- Please indicate clearly at the time of booking if we are unable to enter the room either at the time of delivery or at the point of collection. A note on the door does help the team if you don’t wish to be disturbed.

- We would like to point out that on some occasions there may be heavy demands on the service, however, we will endeavour to deliver hospitality within 20 minutes of the requested time

- Coffee/Tea and Biscuits empties will be collected 1 hour after the event if possible

- Buffet empties will be collected after the event.

- All items delivered should be assembled for collection at the same point as the delivery

- Any returnable items not available for collection will be charged for.

- Bookings cancelled at less than 24 hours notice will incur a cancellation charge.

- If you are booking hospitality for another person, we would suggest that it is good practice to inform that person of the times that the hospitality has been booked.

Storage Recommendations

These recommendations will help ensure that your delivered service reaches you and your guests in perfect condition.

• When your food has been delivered, store carefully away from direct sunlight or other heat sources such as radiators or 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 freshness.
• Remember that food deteriorates when left at room temperature for long periods. We advise that you consume your meal within two hours of receipt.

Wine & Champagne

As a guide we would recommend allowing six glasses for each 75cl bottle for your wine requirements. Sparkling wine and champagne will yield 8 glasses per bottle.

We would appreciate your co-operation in gauging volumes correctly so that we may jointly reduce the amount of unnecessary transportation of these bulky items. We will of course continue to give as much support and advice as possible to help you determine the right quantities.