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University event FAQs

What will be different about our service for the Autumn Term 2020?

In light of the ongoing Covid19 situation, we have made the decision to amend our menu offer to include individually pre-packaged items only. The choice is designed to ensure the health, safety and wellbeing of all customers and employees during the initial months of our service resuming. The team will be operating as per the Government and University guidelines as below:

  • Ensure the space you are using is well ventilated
  • Ensure you have sufficient space for the number of guests to effectively social distance from each other
  • All of our team will be wearing face coverings at all times and will carry hand sanitiser solution for times when they do not have access to soap and hot water
  • Collections will only be made where hot drinks have been included in your delivery and flasks need collection. A bin bag will be provided with all deliveries for you to bag your rubbish

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How do I make a booking?

All bookings should be added to our easy to use Order Form and forwarded to foodanddrink@warwick.ac.uk. The following information is required:

  • The date and time your booking is required.
  • That the room /space where your booking is to be served is available, that you are permitted to serve food in it and that you have booked it.
  • The numbers your booking is required for.
  • What refreshment and menu choices you would like and whether there are any allergens or dietary requirements that we need to be aware of.
  • Any other considerations such as room access and table hire or a specific time to have the event cleared.

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I know we require catering but details have not been confirmed, when do I need to contact you?

To ensure that you receive the best possible service we advise that you contact us as soon as you know food or drink is required, keeping us up to date with details when they become available. We operate a busy service and need to forward plan food ordering, staffing and transport.

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Can I book an event on behalf of another person?

Yes, though be sure to inform that person of the times that the delivery has been booked for and any other pertinent details.

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Will Warwick Food and Drink book the room or area from which my booking will be served?

No, it is your responsibility to book the room/area and assess it for suitability. We suggest you ask yourself the following questions:

  • Is the room large enough for the numbers attending?
  • Is the service of food and drink allowed in your chosen room/area?
  • Is there sufficient table space to accomodate the food and drink you have booked?
  • Will staff be able to gain access to deliver your requirements in good time? (We recommend up to 30 minutes before service time though please note that if the room is in use before your event and we cannot set up when we arrive, we will leave your delivery outside the room)
  • If the room is for a meeting and the service of food, is there enough space/furniture?
  • If the area chosen is an open common space, do you need to book it?
  • Will other users be in the same location when your requirements are delivered?

Remember restrictions differ over campus. If you are unsure ask and we will help guide you through the process.

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Can you recommend an area from which my delivery can be served?

We find that the following areas have sufficient space to accommodate most bookings. Remember you are responsible for booking the room/space/tables for your event:

  • IIPSI
  • IDL
  • Zeeman Foyer (although this space must be booked in advanced,click here for further information)
  • Westwood Teaching Centre (for health and safety reasons all bookings will be served in the foyer area on the ground floor)
  • Life Sciences Atrium
  • Multi Media Centre
  • Westwood Social Science Foyer
  • Clinical Trials Unit
  • WBS Teaching Centre (Near to M1 and M2)
  • Wolfson Research Exchange
  • Science Concourse
  • MAS Building
  • Ramphal Foyer (speak to us for guidance if you are looking to use this space)
  • Mathematical Science Building
  • Oculus (although there are restrictions on where food and drink can be served, please additional information)

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What do you charge for hiring tables?

Please see equipment hire.

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How many tables will I need?

The following is a guide to aid you:

  • 1 x 6 foot table is large enough for a buffet up to x 20 people with no tea and coffee
  • 2 x 6 foot tables is large enough for a buffet up to 30 people with tea and coffee

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What time slots for my delivery do you operate?

We aim to deliver your requirements 20 minutes before the time requested. On rare occasions circumstances beyond our control may prevent this, in such an instance one of the team will contact you to work out a satisfactory solution.

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There may be a problem with room access, what do I do?

Please indicate any of the following at time of booking:

  • If we will be unable to enter a room at the time of delivery or collection (a note on the door does help if you wish not to be disturbed, particularly when interviewing)
  • If we need a door code to gain access.
  • If you have any concerns regarding fitting our equipment into lifts etc.

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Can I use the Oculus building?

  • The Oculus is a shared University space
  • Circulation space outside rooms, foyers etc. cannot be booked for exclusive use during term time (inclusive of evenings and weekends)
  • To support bookings, food and drink/display boards can only be booked through Warwick Food and Drink/Warwick Conferences and delivered to designated space only.

The following is a guide to which rooms and what, can be booked:

Room

Is space available for food and drink OR display boards

Maximum numbers

OC 0.01

Yes - 2 tables

60

OC0.02

Yes - 2 tables

100

OC0.03 Lecture theatre

Not available

N/A

OC0.04

Yes - 2 tables

80

OC0.05

No

N/A

OC1.01

No

N/A

OC1.02

Yes - 1 table

30

OC1.03

Yes - 1 table

30

OC1.04

No

N/A

OC1.05 Lecture theatre

Not available

N/A

OC1.06

No

N/A

OC1.07

Yes - 1 table

30

OC1.08

Yes - 1 table

30

OC1.09

No

N/A

Please note

  • Exclusive use cannot be guaranteed as the space remains accessible to the University community
  • The space outside each of the rooms is for food and drink or display boards - there is insufficient space to have both
  • All food and drink bookings are delivered and set up outside the room in shared space - the member of staff will not remain with the delivery until guests are ready to eat and the delivery may arrive up to 30 minutes prior to the booking time
  • There is no additional space within the building for registration/information points/displays to be erected (outside of those listed above)
  • Any meeting room with a capacity in excess of 30 that has been booked for the whole day can be used for poster display, though the display and existing furniture must remain in the room – there will be a staffing charge of £75.00 to clear and reset the room (display boards can be hired for £11 per board). This service must be booked at least one week in advance.
  • The space outside rooms OC0.02, OC1.01 and OC1.09 is not available during term 3 due to exams being held. Once the exam timetable has been released, later weeks might become available
  • Weekend use of the atrium - the space directly in front of the café can be used for food and drink/display boards booked through Warwick Food and Drink/Warwick Conferences. The space will be managed on a first come first served basis

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Do I need service staff?

Ordinarily no, however if you have a booking for 100 people or more or your day is made up of a number of separate events that will need to be cleared and re-laid we would advise that you consider booking a member of staff to service your event. Prices start from £60 per member of staff for a period of three hours (this includes the set up, service and clear down of your event). If a member of staff is required, we require five working days notice to ensure availability.

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Will the food be labelled / menu provided?

Every delivery which contains food (excluding items that are pre-packed) will include an allergen spreadsheet and menu, detailing all of the information that you require. Additional information can be found in dietary requirements.

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My booking has been delivered, how would you recommend I store it?

  • Keep your food covered until it is required to ensure freshness
  • Store carefully away from direct sunlight or other heat sources
  • If possible ensure that fresh cream products are kept apart from strong flavoured foods
  • We advise that you consume your meal within 2 hours of receipt

Please see Food safety for further information.

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We have finished our refreshments/lunch, when will it be collected?

All items should be assembled for collection at point of delivery. If items are moved to another location, please inform the team by e mail so we can collect, without delay. Collections will only be made where hot drinks have been included in your delivery and flasks need collection. A bin bag will be provided with all deliveries for you to bag your rubbish.

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Some equipment has gone missing, will I be charged for it?

All equipment remains the property of Warwick Food and Drink. Any returnable items not available for collection will be charged for:

  • Urn £35.00
  • Flask £25.00
  • Small double bucket container £10.00
  • Large double bucket container £15.00
  • Pizza bags £40.00

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I wish to make a booking, how much notice do you require for final numbers and requirements?

We require that your numbers are finalised and your order is updated prior to the times stated below:

If your event is on: Details need to be finalised by the day stated preceding your event:
 

Refreshments

Food (excl. Outdoor events*)

Monday

Thursday before 12.00 noon

Wednesday before 12.00 noon

Tuesday

Friday before 12.00 noon

Thursday before 12.00 noon

Wednesday

Monday before 12.00 noon

Friday before 12.00 noon

Thursday

Tuesday before 12.00 noon

Monday before 12.00 noon

Friday

Wednesday before 12.00 noon

Tuesday before 12.00 noon

Saturday or Sunday

Monday before 12.00 noon

Monday before 12.00 noon

Bank Holiday **

Monday before 12.00 noon

Monday before 12.00 noon


** An additional surcharge will apply see details under 'Delivery charges'

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My planned booking is at the weekend/bank holiday/out of hours, what do I need to know?

Events held at the weekend, on a bank holiday or out of normal business hours may incur additional costs, please speak to the team who will advise accordingly.

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I have to make a booking at short notice, will you be able to cater for me?

We know from experience that you may occasionally need to make a booking at the last minute, please contact the team and they will advise what is possible.

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I have a last minute booking, will I incur a late booking fee?

An additional cost will be incurred, please see our terms and conditions.

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Do you charge for cancellation?

We understand that sometimes you may need to cancel events or reduce numbers. The following is a guide to cancellation charges applicable. Bookings for significant numbers (anything over 50) and bespoke events will differ and should be discussed with the Food and Drink team in the first instance:

  • 2 or more working days notice - No charge
  • 24 hours notice - Full charge for food and any pre booked staffing requirements, no charge for drinks
  • Same day notice - Full charges apply for all bookings
  • Packed lunches - Less than 2 working days, full charges for sandwiches apply

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Is it possible to have alcohol served at my event?

Due to the ongoing situation, a full risk assessment will be required for all events where alcohol is required. Please discuss your event with the team in the first instance.

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I have a guest with a food allergy or dietary requirement, what provisions do you make?

This is a complex issue which requires clarification, therefore please refer to information in dietary requirements.

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I have additional requirements for other services for my event

Get access to a range of services available across campus to help organise or enhance your event.

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Can I have the drinks for my event on a sale or return basis?

Yes this is possible for events which are staffed by our team.