Delivered Hospitality Terms and Conditions of Booking

Standard Terms and Conditions for the provision of Food and Beverages from the Catering Department.

1. Pricing

All prices, except sandwich platters, are per person unless otherwise stated. All prices (except alcohol) are quoted exclusive of VAT. If your event is being charged via a departmental re-charge code then VAT on food will not be added. However, if the event is to be subject to invoicing to an outside party/body then VAT will be added. Liquor prices are quoted inclusive of VAT which must be charged to all bookings.

2. Bookings

We are unable to accept verbal bookings without email confirmation.

Orders will be confirmed within 48 hours by email.

If you do not receive confirmation within 48 hours please contact the Catering Office on extension 8221 or email cateringservices@sussex.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 5.00 pm. Your booking should not be considered as confirmed until you receive confirmation from us via e-mail.

Bookings and final details must be received at least 5 working days in advance.

Bookings made less than 5 working days in advance may be accepted at the discretion of the Catering Department. These orders will incur a late order charge of 10% of total bill This fee will go towards the additional operational, staffing and stationery costs that are incurred when late bookings are made.

We will always attempt to accommodate last minute bookings but this may result in reduced availability of some menu items and limited delivery slots.

Evening or weekend hospitality requires 10 working days notice. We reserve the right to refuse any requests that do not reach the Catering office within the notice period.

For amendments and cancellations to orders please email cateringservices@sussex.ac.uk quoting the event name and date of the service is required.

3. Cancellation

In the event of cancellation of a confirmed booking or the reduction in service or numbers the following cancellation charges will apply:

Less than five working days prior to the event – 50% of expected income based on the numbers booked. Cancelations made less than 48 hours prior to the event, will be charged at the full price.


Time line 5 days prior 48 hours prior Event date
No charge	50% of the total order	Charge in Full

Please note that a booking cancelled on a Friday for a Monday’s service would count as less than 48 (working) hours.

Any amendment changes may be charged at the discretion of the Catering Team.

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.

4. Accommodating Specific dietary requirements.

Most special dietary requirements can be catered for, please state your requirements when placing your order. Please note we do not have the facilities to 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.

Whilst every effort will be made to produce the exact menu agreed, Catering Services 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.

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 8221 or email cateringservices@sussex.ac.uk

5. Staffing

Staff are automatically provided for Drinks Receptions. Additional service staff are available for buffets (minimum 2 hours) at £15.00 per hour or part hour per person. Staff will automatically be assigned to start 30 minutes before the event begins for set up purposes.

6. Deliveries

All buffets are delivered with menus, labels and comment cards. All items will be supplied with the necessary disposable plates, disposable glassware, disposable slipcloths and disposable napkins as standard. We will provide the slip cloths for the buffet table free of charge, any additional slip cloths required will be charged at £1.50 per slip cloth. Disposable cups and utensils will be delivered for the numbers booked. An additional charge will apply to any extra items requested.

Catering Services 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 Catering Service this may not always be possible.

We suggest that Clients order deliveries 15 minutes for beverages and 20 minutes for food items before they are actually required. Please note that on exceptionally busy days deliveries may be made up to 40 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 Catering 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 Catering office on extension 8221 or email cateringservices@sussex.ac.uk .

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 food hygiene procedures, 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 Catering Department cannot be held responsible for any prosecution or breach of Food Safety Act.

7. Collections

We will endeavour to collect all the equipment on the same day or by 9.00am the following day.

Please ensure that all items are ready for collection after your event. Please notify the Catering Department if the location for collection has changed.

For Health & Safety reasons all leftover food must be disposed of properly. It is the client’s responsibility to clear disposable items in to the bags provided and seal the bags ready for collection by our Catering staff.

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 - £2.00

China cup & saucer - £2.00

Glass - £0.50

Glass Jug - £2.50

Flask (variety of size) - £10 - £40

Table Bin - £15

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

Blue crates - £5

8. Service Specifications

8a. 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 and Insulated flasks of hot water are 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.

Fresh milk, Sugar Sticks and Sweetener Sachets.

China/Disposable cups and saucers, teaspoons/stirrers

We also offer a selection of cakes, pastries and biscuits for you to order as an accompaniment to our coffee and tea.

8b. Beverages, Sandwiches & Buffets – Delivery & Collection

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 menu items provided

8c. 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 for all served Receptions otherwise disposable glasses will be provided.

9. 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.