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Warwick Food & Drink

BBQ general guidance and information

Summer 2023

BBQs are available from Monday 1 May 2023 - Saturday 9 September 2023

Timings

For all events we allow a minimum of 1 hour for service.

We will advise on numbers and service time required upon booking. Consideration should be given to the time of day for your event, particularly in the evening.

All event times should be booked to allow a clear down by our team, this should coincide with national sunset timings e.g. 1 May 2023 is 8pm-10pm - therefore we would finish serving at 7.30pm, this includes all drinks service.

Pricing

  • Prices are charged per item with a minimum spend required of £500.00 per event not including drinks.
  • Events are booked based on the number of choices from the menu and charged as booked (pre-ordered).
  • Should you require a second item per person, this will be charged at 50% of the lower priced item selected. (i.e. beef chuck burger £7.50 plus Cajun chicken thigh £2.25, reduced from £4.50.)
  • Events held on a weekend carry a supplement of £150.00 and on Bank Holidays £250.00
  • For numbers above this, we would price on application of booking.

Service and set up

  • All events are staffed with a chef and food service team.
  • Warwick Food & Drink will manage all the general safety of the BBQ, set up of the actual BBQ and clear down.
  • We will provide a general clear down of rubbish.
  • All BBQs are served using disposable (sustainable) plates, cutlery, napkins etc.
  • It is the organiser’s responsibility to ensure all their guests are present and no unexpected additional guests attend.
  • Warwick Food & Drink do not take responsibility for controlling who attends these events.

Locations

  • These are defined under Health and Safety guidance and are listed in the table below, with numbers’ guidance.
  • All events will require a wet / adverse weather contingency, the organiser will need to arrange the space for these as part, and in advance, of making any booking:
    • This will be asked for when booking is made.
    • Should the event move inside, the food will be pre-cooked and served in the reserved area.
  • A decision as to the suitability of the weather and the wet weather contingency will be taken at the latest 4 hours prior to your event booking time by the event team on the day. Should there be a need to change any event details as a result then they will contact the named organiser to advise.
  • Any additional location requests not listed below will need to be agreed through Warwick Food & Drink, approval via the H&S office and subject to confirmation.
  • All BBQs must be set on a concrete paved type of area and must be positioned at a minimum 6m away from any building, walls, trees/planting or public access.

Things to consider before booking

  • You will need to complete a risk assessment for your event, Warwick Food & Drink are not responsible for this aspect.
  • Please consider the weather wet/adverse days and hot sunny days.
  • Alcohol and all other drinks need to be approved for any event. Only alcohol purchased via Warwick Food & Drink or Rootes Grocery Store can be brought to and consumed at your event.
  • Consider your guests’ needs including accessibility, seating, (we do not provide) and toilet facilities (most locations are close to these).
  • For events for large numbers, we will assist in advising supporting departments such as campus cleaning services to support with clear up.
  • For any areas not listed, we would not be able to support.

How to book

BBQ Locations

Location

Maximum numbers

Red Square

300

Oculus Field

300

Cryfield Pavilion

200

Academic Square (in between IDL/IMC)

300

Piazza

500

Benefactors Place

500

Westwood area behind Café

400

FAB paved area in front of FAB

300

The Barn

100