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Frequently Asked Questions (FAQs)

Get the answers to our most frequently asked questions. We want to help make your event a success, however if you still have a query please do not hesitate to get in touch.

Most bookings fall into our everyday service ‘Delivered to you’. You can choose to make your booking online or get in touch. You will need to know the following:

  • 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 special dietary requirements that we need to be aware of.
  • Any other considerations such as room access and table hire.

To ensure that you receive the best possible service we advise that you contact us as soon as you know catering 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.

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

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 20 minutes before service time.
  • 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.

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

  • Zeeman Foyer
  • 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)

We provide tables free of charge within the following areas, outside of these you need to book tables at an additional cost:
Zeeman Foyer
Biological Sciences Foyer
WBS Teaching Centre (Near to M1 and M2)
Science Concourse

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

Delivery is free Monday to Friday, 8.00am until 5.00pm for all orders over £20.00. Over the weekend or outside of these times a charge will be applied, this will be advised at time of booking.

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

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.

Ordinarily no, however if you have a booking for 75 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. We will let you know any associated costs.

This is a complex issue, please refer to information in Special diets.

  • 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.

All items should be assembled for collection at point of delivery. Refreshment empties will be collected within 24 hours of your event and lunchtime buffets will be collected on the same day.

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, Crockery £2.00 per item.

We have automatic deadlines that become effective as detailed:

If your event is on: Details must be finalised by:
Monday Thursday before 12.00pm
Tuesday Friday before 12.00pm
Wednesday Monday before 12.00pm
Thursday Tuesday before 12.00pm
Friday, Saturday or Sunday Wednesday before 12.00pm

10 working days notice are required for all weekend, bank holiday and deliveries before 8.00am and after 6.00pm to guarantee delivery. Weekend bookings made with less than 5 working days notice will incur extra charges to facilitate ordering, staffing and transport where necessary.

We know from experience that you may occasionally need to make a booking at the last minute, so we have menus ready to cater for you in these situations just get in touch.

We reserve the right to charge the following fees for a late booking:
Less than 50 people £25.00
Over 50 people £50.00
Over 100 people £100.00

We understand that you may occasionally need to cancel or amend orders, if so we only ever charge for costs that we cannot recoup. Such costs are dependent upon order periods required by suppliers and will be advised at time of cancellation. The following is a guide to cancellation charges applicable to everyday requirements, bookings for significant numbers and bespoke events will differ:

  • 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
  • Packed lunches - Less than 2 working days, full charges for sandwiches apply

The following is a guide to cancellation charges applicable to outdoor events where standard items have been chosen from the outdoor events menu, bookings for significant numbers and hog or lamb roast will differ:

  • 5 full working days' notice - Full charge for food and any pre booked staffing requirements, no charge for drinks
  • Same day notice - Full charges apply

Yes, though you will need to take steps to ensure that all participants act appropriately, in line with the licensing objectives. Please see full alcohol policy for details.

As a guide we recommend allowing 5 glasses for each 75cl bottle of wine. Sparkling wine and Champagne will yield 7 glasses per bottle.

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