Catering

Reservations should be made at least five business days prior to the date of the event. Please have available such information as date, time and location of the event, number of guests expected (or estimate*), purpose of the event, menu and the name of person and department responsible for charges (space should be reserved by calling Conferences and Events at 610-526-7329 or visiting our online reservation system). As always, we will do our best to service your event, though we will not be able to guarantee availability of all menu items with less than five business days' notice.

* Please plan your event so you can provide us with the best estimate possible at time of reservation. Our planning includes rental of equipment, special ordering of food items and ingredients and scheduling of staff. Your guarantee should not be more than 20 percent greater or less than the estimate provided at time of reservation. Guarantees exceeding this amount can result in additional fees or charges.

Requests for Catering can be made by contacting the Catering office at 610-526-5236 during regular business hours, Monday through Friday, 9 a.m. to 5 p.m. Requests can also be made by emailing catering@brynmawr.edu.

Guarantees

For proper planning, an approximate number of guests or “estimate” for any function must be given at the time of reservation. A guaranteed count, upon which charges will be based, is required for all functions, by noon, three business days prior to the event. For functions held on Saturdays, Sundays or Mondays, we request that the guarantee be made by noon on the preceding Wednesday.

We will be happy to accommodate additions to your menu and/or increases to your guarantee with 24 hours' notice. Please be aware that menu selections may be limited by availability.

There is a surcharge for requests for service with less than five business days notification. The surcharge will be a minimum of $60, or 20 percent of the cost of the required service, whichever is greater. This surcharge is necessary as service requests with insufficient notice incur additional costs to accommodate the request.

Cancellations

To insure that no charges are levied, all cancellations must be made 48 hours prior to the event. Cancellations after this period may result in charges to cover costs incurred. All Cancellations must be made by telephone to the Dining Service office at 610-526-5236 or by email to catering@brynmawr.edu.

Standard Service

Most services described in the brochure are offered as self-service buffets (except where noted) with linen tablecloths for the buffet tables, paper supplies, and plastic serviceware. Our full service menu items include delivery of all food, equipment and supplies, set up, break down, clean up and removal of all remaining food, equipment, supplies and trash. Additional services such as servers, full linen service, china, glassware and rental equipment are also available at a reasonable cost. If service personnel are not required, the client will be responsible for the safekeeping of catering service equipment. Some services require service personnel, usually related to the size of the group of guests, what is being served or the type of service requested. If service personnel are necessary, we will bill accordingly at our Attendant Rates (see Other Services).

Tables and chairs are provided and available to service your event. Should special or additional tables, chairs or equipment be requested or required, we will make arrangements at an additional charge.

Deliveries

Deliveries of any of our full service menu items, to any building on campus, are free of charge. However, we do require a minimum order of $60 for free delivery. Orders for less than our minimum will incur a minimum delivery charge of $35.

Equipment

Equipment delivered with a function, not attended by a Dining staff member must be left and secured in the same room to which it was delivered. It should not be moved to another room or area without notifying Dining Services. If equipment is missing at the time of pick-up listed on the event order, the client that ordered the event will be charged for replacement. The client is responsible for returning equipment for pick-up functions. It may sometimes be necessary to leave catering equipment in a room overnight to avoid costly labor charges. This arrangement must be made with Dining Services at time of order. It is the client's responsibility to leave all equipment in a secured area. Any missing equipment will be billed to the client at full replacement value.

Quantities

Quantities for menu items sold “per person” are based on average consumption. We commit to providing quantities for the number of guests guaranteed including a buffer of 5% over the guaranteed number of guests. This is done to help ensure there will be enough to cover the number of guaranteed guests or unexpected additions. Dining Services will bill for the guaranteed number of guests or the actual number of guests in attendance whichever is greater. In some cases, food and beverages are ordered by specific quantity. We will recommend an amount based on experience and average consumption. Service personnel, quantities, and set-ups needed to satisfactorily serve a group will be agreed upon mutually. These services do not include a buffer. We will prepare and provide the amount requested. Food not consumed at a function is the property of Dining Services and is not permitted to leave the event.

Time of Service

Time of service should be defined at time of reservation. “Time of Service” should reflect time that food service is requested. Dining Services should be made aware of any meetings, speakers or any other activity that would occur preceding, during or following the time food service is requested. This may affect our ability to properly set-up, serve and/or clean up your event.

We generally plan and provide food and service for:

up to 1 1/2 hours for Breaks and Self-Service Meals
up to 2 hours for All Sit-Down Served or Buffet Menus

Food, Beverages and Service are provided based on this length of time. There may be additional charges if additional time is needed to service your event.

Flowers and Centerpieces

Flowers and Centerpieces may be provided by the client. Client should notify at time of reservation so space on the table can be allotted. Tealights are available for a nominal charge and can be requested with the reservation.

Cakes

Should you desire a special cake not provided by us, we are happy to serve it. A cake cutting fee of $2 per person will be applied.

Billing and Payment

Clients with Bryn Mawr College Account Codes: Upon completion of the event, charges for your event will be finalized and a journal entry will be prepared charging the account code you provided at time of order. You will be sent an itemized account of those charges. The authorized signature provided at confirmation of the event will serve as authorization of the journal entry transfer.

Clients/Customers Without BMC Account Codes: A 50 percent deposit is required at time of reservation with the remaining balance due prior to service. Payment can be made by check or credit card (visa, mastercard, AMEX, Discover). Checks should be made payable to Bryn Mawr College Dining Services.

UnCommon Grounds Catering

UnCommon Grounds offers a variety of sandwiches, wraps and salads for pick up. UnCommon Grounds also offers an economical coffee break option for your more casual meeting. Call 610-526-7413 for more information.

Full Catering Policy

Visit Guide

Tools & Resources

Resources For

Faculty/Staff and Department Directories

Catering

For further questions please email: catering@brynmawr.edu

Bryn Mawr College Dining Services offers a fresh and innovative approach to catering. We can arrange any event from coffee breaks to receptions, gala functions to barbecue picnics. We offer elegance and ingenuity at an affordable price.

FOR MORE DETAILS (INCLUDING FOOD AND WAIVER REQUESTS) view the FULL CATERING POLICY

Catering Procedure

Reservations and Event Scheduling