Date: November 6, 2013
To: Wellesley College Faculty and Staff
Fr: Carolyn Slaboden, Interim AVP for Human Resources and Administration
Corinne Frazer, Director of the Summer Session, CLCE and Assistant Director of Auxiliary
Tina Dolan, Purchasing Manager
Re: Catering Services
In an ongoing effort to develop opportunities to stretch your catering budget dollars, we are pleased to announce some updates to the College Vendor/Catering Program for the coming year.
DROP- OFF / PICK -UP VENDORS:
Based on a thorough review of all on-campus catering, we have found that the vast majority of drop-off / pick-up food has been provided by a select group of local town of Wellesley vendors, AVI/Wellesley Fresh and College Club pick-up service. These suggested vendors have agreed to negotiate competitive pre-arranged lunch pricing for drop off, including free delivery and paper goods. They have also agreed to meet all necessary Town of Wellesley Board of Health rules and regulations governing takeout food, as well as College Business Policy standards. A new catering web page listing these suggested vendors has been created with their contact information, including links to their websites. www.wellesley.edu/catering
To support you when ordering drop off lunches, we recommend that you use the following guidelines:
Let the vendor know that the maximum price per person you wish to spend is no more than $10.50 max, including delivery and paper products. You may indicate that you would like your order to include a sandwich or salad, chips or fruit.
Encourage attendees to bring their own water bottle.
Whenever possible, require RSVP’s from attendees for accurate counts and only provide food to those who have replied.
Consider ordering items that can serve multiple people at a low cost, such as pizza and sandwich platters.
We recognize that there are times when you will utilize alternative vendors for a specific purpose. Please keep in mind that all vendors must meet all necessary Town of Wellesley Board of Health rules and regulations governing takeout food.
FULL SERVICE CATERING:
A full service caterer is an outside vendor that serves food, beverages, and/or liquor at an event. Besides providing food, beverages, and/or liquor, the vendor typically provides set-up (including the use of caterer-provided equipment), food service/onsite preparation, and clean-up.
We have identified five caterers with significant Wellesley College experience to be used for staffed events. These caterers are listed on the catering website. We are pleased to announce that these caterers will offer each individual order a 5% discount. This 5% discount will be applied directly to your departmental budget.
Full service caterers are required to comply with College policy including having proper certifications, licenses, and insurance. The full service caterers listed are all in compliance. If you wish to use a full service caterer not listed on the website, please contact the Purchasing Department prior to the event.
For a full service caterer who is not on the catering website, it is required that you obtain the following information:
A signed full-service contract (Click to download or contact the Purchasing Department)
An up to date certificate of insurance that meets the minimums established in the contract
LARGE SCALE EVENTS OVER $10,000:
For large catered events costing $10,000 or more, three quotes are required. The Purchasing Department would be happy to provide you with guidance on the bidding process.
All full service caterers serving food at College events on campus must label all food items with known allergen-containing ingredients. Food selections must have proper identification cards (12pt font or larger) displaying the name of the dish and listing any ingredients with known allergens such as milk, eggs, peanuts, tree nuts (such as almonds, cashews or walnuts), seafood, soy and wheat (gluten). When booking a full service catering vendor not on the College’s approved vendor list, it is important that the full service caterer understands and agrees to this labeling requirement.
Wellesley College requires compostable disposables for all service ware. Please keep this in mind when using an off-premise vendor.
BACKGROUND INFORMATION AND LABELING REQUIREMENT
In an effort to enhance the safety of the Wellesley College community and our guests, all Full Service Caterers serving food at College events on campus must label all food items with known allergen-containing ingredients. Food selections must have proper identification cards (12pt font or larger) displaying the name of the dish and listing any ingredients of known allergens such as milk, eggs, peanuts, tree nuts (such as almonds, cashews or walnuts), seafood, soy and wheat.
Your ongoing feedback to these changes is encouraged. Please do not hesitate to contact us if you have any questions or require assistance.