Planning Your Event: Getting Started

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Online Order Requests new for Fall 2011!

Gather the following information in order to fill out the order form:

• Departmental Contact Name, Department, Phone Number
• On Sight Contact For day of event questions,  please include phone number
• Date- Day & Time of Event (Start & End Time of actual event)
• Location- Room Number, Floor & Rain Location if applicable, Space for Catering and Back of House Location.
• Service Style- Breakfast, Lunch, Reception, Dinner, Meeting,  Delivery Only or Will Call/Pickup
• Estimated number of guests
• Menu including special dietary requests (i.e., Allergies, Kosher, Vegetarian, Vegan, etc)
• Bar Service Requirements-(full bar service or Beer/Wine only) - more information
• See bar page for specific information on bars.
• Room Set-up (i.e. Round tables, U-shape, Boardroom style, Theater style, Existing set up in location)
• Online Order Form
• Payment Method: Brown University Account #, Check or Credit Card
• Business Purpose for the event ** Required
• Event Enhancements- Specialty Floral, Linens, & Theme of event.

Due to the large volume of catered events, we require all Catering Service Orders to be submitted 10 business days prior to your event. Your Catering Service Order Form can be faxed to our department at 863-9566. Please place a copy of the original catering request by campus mail (BOX 1936) indicating the event request has been faxed.  Once your catering request has been received you will receive an email confirmation to the contact listed on the catering service order form.

If your event requires a unique menu or special arrangements, please call us one month prior to schedule a consultation.

(A FEE MAY APPLY BASED ON SPECIAL REQUESTS)

Removal of Food

Rhode Island Department of Health (Food Code sections 3-306.14 and 3-701.11) requires that all food not consumed at an event be removed from the event site by Catering Services.

Late Bookings

Late bookings will be assessed on an individual event basis. Due to the busy catering calendar we may not be able to process your event. If we cannot accept your event, we will direct you to an approved outside vendor through the Brown First system.

Insurance

• The University Insurance Office requires all events not planned through an university  department to obtain additional insurance to cover the event and name Brown University as a co-insured.

• Please visit the Insurance website to obtain specific details about requirement.