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Event Planning Guidelines

Ordering
To place an order, please contact the Conference and Events Office between 9 AM and 5 PM, Monday through Friday at 781-736-4300. All catering orders should be placed at least seven (7) business days prior to your event. While we make every effort to accommodate last minute orders, we may not be able to guarantee that your first choice selections can be fulfilled. We recommend when planning events for larger groups that you contact the Conference and Events office at least four weeks in advance of your event. Our team of catering professionals is on hand to create a customized menu to meet the individual needs of your group as well as suggest an array of appropriate accompaniments.

Event Tables, Chairs and Other Equipment
Please contact the Conference and Events Office to make arrangements to secure tables, chairs and other equipment you may need for your event.

Event Confirmation and Guarantees
A Conference and Events Reservation form, which details your catering order, must be signed no less than five (5) business days prior to your scheduled event date. You will also be asked to provide Conference and Events with a “final” number of guests that will attend your event; the “estimated” number will be used if you don’t know the “final” number. This document will outline the terms of your agreement and include all event details and requirements, including time, date, location, menu selections, number of attendees, professional services, equipment, and staffing.

Event Changes and Cancellations
We understand that last minute changes and cancellations are occasionally unavoidable. We will work with you to minimize your charges but please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred. To request a refund for part or all of your order, please contact our Brandeis Catering Department at (781)736-4331.

Delivery Guidelines
Orders are delivered 30 minutes prior to your event unless otherwise noted. Orders may also be picked up in Usdan. Kosher catering pickups may be picked up in Sherman.

Kosher Catering
Whether you require a single meal for a kosher guest or a full service event, we are able to fulfill all of your catering needs. Our kosher catering is prepared in separate meat and dairy kitchens under Rabbinical supervision. In order to keep with the highest level of kashrut, kosher hot meals and china service is only offered in the Sherman/Hassenfeld Conference Center. Whenever possible all Kosher catering orders should be placed at least ten (10) business days prior to your event. Please see the separate Kosher Guide for menu options.

Faculty Club / Stein
There is a $1,000 food and non-alcoholic beverage minimum in order to use the Main Dining Room of the Faculty Club. There is a $500.00 food and non-alcoholic beverage minimum to use the Faculty Club Lounge and President’s Dining Room. We are happy to provide you with custom room arrangements at the Faculty Club based on the needs of your group. Please note that a room set up fee will be based on the size and complexity of the event. Events that use the existing set up in the lounge and dining room will not incur a set up fee. Typical charges for set up for the lounge are up to $100 and the dining room set up $250. All events held in the Faculty Club include china service and therefore require waitstaff. Waitstaff fees are not included in the food and non-alcoholic beverage minimum. There is a $500.00 food and non-alcoholic beverage minimum in order to use Stein. Events that occur while the Stein is open will be assessed and charged based on the booking.

Service Staff and Attendants
To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guest. Served meals are staffed on an individual basis.

The charge for each staff member is:
Attendants/Waitstaff $35.00 per hour (minimum 5 hours)
Station Chefs $42.00 per hour (minimum 5 hours)
Bartenders $40.00 per hour (minimum 5 hours)

Catering Equipment
As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. You may be charged to replace any missing or damaged catering equipment or supplies. For very large events, specialty equipment may need to be rented at an additional charge.

China Fee
We provide high quality plastic and eco-friendly serviceware unless otherwise requested. We offer full china service and bamboo eco-friendly serviceware for any event on campus for an additional charge. Menu prices per person for Lunch and Dinner buffets and served meals are inclusive of house linen for seating tables, china, glassware, and silverware for events held in Usdan, Sherman/Hassenfeld, and the Faculty Club. A fee of $1.95 per person is applied to all china events held in these locations. China service is available for all other locations on campus and based on your individual needs, we will provide a price quote in advance. We have access to a wide variety of enhancements for your event and will be happy to provide a quote for your individual needs.

Floral Charges
We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs.

Decorative Cakes
Please contact Conference and Events for additional customization details.

Decorative cake options:
Cake Flavor: Yellow, Chocolate or Marble
Filling: Raspberry, Strawberry, Flavored Custard or Mousse
Icing: White, Chocolate or Mocha

Linens
We provide white linen with a blue topper for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks and meeting tables, there will be a $5.00 or $10.00 price fee for each tablecloth. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. Specialty linens are available upon request for an additional charge.

Food Removal Policy
Due to health regulations, it is the policy of Brandeis Catering that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

Alcohol Policy
All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. Brandeis Catering by Flavours reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service and are TIPS certified.

Alcohol Service / Policy
Brandeis University holds the appropriate licensing to serve all alcohol on campus. In order to maintain this license, trained and experienced staff must be present at each event to manage the service of alcohol in accordance with the Commonwealth of Massachusetts liquor laws. Brandeis Catering by Flavours requires food and a non alcoholic beverage option to be ordered and available for guests for the duration of your event when alcohol is present. Brandeis Catering by Flavours will determine the appropriate number of bartenders to service your event. Any event with a bar held in a building other than Usdan, Sherman/Hassenfeld or the Faculty Club will be charged for a 1-day liquor license at $250.00 with at least 4 weeks’ notice required. Please contact Conference & Events to obtain the permit.

We recommend at least one bartender for every 75 -100 guests for Beer and Wine service.

The charge for each bartender is:
Bartenders $40.00 per hour (minimum 5 hours)

 
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