Catering Terms & Conditions

Terms and Conditions

Guaranteed Guest Counts
Dining Services requires an approximate guest count, ten (10) working days in advance of your event. A guaranteed guest count is required 48 hours in advance and all charges will be based on the guarantee or the number of guests in attendance, whichever is higher. If no guarantee is received by the designated timeline, the original expected number of guests will be used.

If you have to cancel an event please contact Barbara Lafleur at x2905 as soon as possible. If you are unable to reach anyone, please call x3090 and ask to speak to any manager on duty. In the event it becomes necessary to cancel your function(s), the following cancellation fees will apply:

• 10-3 days notice: 25% of your event’s estimated charges will be billed.
• 72-48 hours notice: 50% of your event’s estimated charges will be billed.
• Less than 48 hours: 100% of your event’s estimated charges will be billed.

Minimum Order Charge
There will be a $35.00 minimum order for all in-house catered events that require set-up.

Consumer Advisory
Consuming raw or uncooked meats, poultry, seafood, shellfish, or eggs may increase your risk of food borne illness, especially if you have certain medical conditions.

All arrangements for direct billing must be made and approved through our office. If you are an organization or department on campus, you may pay by department charge. At the time of booking the event, we will need the department or organization billing number.

Audio Visual Needs
Any Audio Visual needs need to be arranged through the Office of Student Programs—Event Production at x2478.

Equipment & Linen Rental
Linens can be rented at $2.50 per banquet table cloth. Orders of more than 15 table cloths may be subject to a seven (7) working day notice. Dining Services does not rent out or loan equipment.

Blanchard Campus Center may require security at certain events. Only the Mount Holyoke College Campus Police Department may be used.

Food Left from Catered Events
Dining Services wants to ensure that all food has been properly handled and that food waste is minimized. Proper planning and accurate guest counts help us accomplish this. Safe food handling is taken very seriously to ensure that none of our guests are susceptible to food-borne illness. Any unconsumed food or beverage left at the conclusion of a catered event may not be removed from the event location. This also pertains to any food items that were used for display at the catered event.

Bringing Food into Dining Commons
The Community Center and Willits Hallowell provide their own catering for private events; due to licensing restrictions outside caterers may not be used at these venues. Additionally, no food, beverage or alcoholic beverage can be brought into the building from an outside source.

Off-Campus Caterers
If you are considering hiring an off-campus caterer for a venue other than the Community Center or Willits-Hallowell Center, (for food only, not alcohol), you MUST have the caterer pre-approved by the manager of Willits-Hallowell Events Services, Imad Zubi, x2285, a minimum of two weeks in advance. All outside caterers must carry sufficient insurance as required by the College. Do not make arrangements with a caterer until they have been pre-approved since not all caterers are eligible to serve on the Mount Holyoke College Campus.