Menu and Event Planning

Yale Catering offers complete event planning services, including menu selection, staffing, rentals, tenting, special decorations, flowers, ice carvings, audio/visual equipment and more.  Please ask about our complete and varied beverage services.

Our web site (http://www.yale.edu/dining/services/catering.html) presents a wide range of choices from which to plan a menu. However, we welcome the opportunity to work with you on developing a unique menu tailored to your specific event.

We will help you determine how much staffing is necessary for your event. Staffing rates for attendants are $26.50 per hour per attendant, with a four hour minimum. Bartenders are $28.00 per hour per bartender, with a four hour minimum.

* For your safety we require an attendant at all events where flame is used. We require a cook (four hour minimum@ $45.00/hr) at events with “live” stations, such as omelet stations or carving stations.

* Certain events will necessitate the employment of Campus Police, Fire Marshal or Custodial Services.  As we plan the details of each specific event, we can determine the need and estimate the associated costs for these services.

Linens or paper table covers are charged separately on all functions.

Reservations/Cancellations

In order to insure proper staffing, ordering, and quality standards, reservations should be made as early as possible through the Catering Office at (203)-432-0470.  Please place your order for a “table service” event at least ten (10) business days prior to your function.  We require a guaranteed guest count five (5) business days before your event.  Reservations for smaller events, such as coffee services and lunches, require a notice of two (2) business days. 

We will gladly provide weekend services with stated minimums. Saturday reservations require a minimum of $750.00; Sunday reservations require a minimum of $2,500.00.

* Yale Catering Services is closed during University holidays.

If you find it necessary to cancel a reception or dinner, please notify the Catering Office at least five (5) business days in advance.  Functions cancelled with less than the minimum notice may be billed for all costs incurred up to 100% of the estimated total cost of the event.  Cancellation of drop off lunches requires a minimum of 48 hours (2 business days) notice. Cancellation of coffee services requires a minimum of 24 hours (1 business day) notice.  Late notice fees will apply to all cancellations or revisions made with less than 48 hours notice.

* In the event of late cancellation due to inclement weather, every attempt will be made to keep the costs billed to the customer at a minimum.

Room Reservations

Yale Catering provides services in all campus locations. Room reservations, other than the Presidents’ Room and Commons, are the sole responsibility of the client. Presidents’ Room and Freshman Commons reservations are to be made through Yale Catering Services.  Use of the Freshman Commons and Presidents’ Room is only allowed for events with catered food service.  To guarantee your reservation of these spaces, a non-refundable deposit is required, which will be applied toward your final bill. The rate to secure your reservation for the University Commons is $300.00.  The rate to secure your reservation in the President’s Room is $150.00.  

Room Use Fees

A fee of $1,500.00 is charged for the use of the Freshman Commons.
A fee of $360.00 is charged for the use of the Presidents’ Room.

Deliveries and Pick Ups

Complimentary deliveries will be provided with food orders over $75.00, Monday through Friday, 8am to 5pm. Our standard practice is to have your event completely set 15 minutes prior to your guest arrival time. Therefore, if you have an event which begins at 8am, we will have it set by 7:45am, at no extra charge. Functions under $75.00 with just a delivery and no pick up will be charged a $15.00 fee. Functions under $75.00 with a delivery and pick up will be charged a $30.00 fee.

A minimum of a $30.00 fee will be charged for deliveries with guest arrival times before 8am or after 5pm and on weekends.

A $30.00 fee will be charged if a driver is requested to return a second time for an unscheduled additional pick up on the same event.

A $30.00 fee will be charged on buildings with no elevators.

Billing

If your catered event will be charged to a University account, a signed Catering Request for Service with the University PTAEO, tax information and TCN must be received prior to the event.  The Catering Department will not authorize expenditure of University funds without this document.  The Catering Request for Services may be faxed to our offices at 432-7939.

The Catering Request for Services and TCN can be obtained at: http://apps.business.yale.edu/ppdev/transform.jsp?xml=xml/
ppdev.xml&xsl=form.xsl&arg1=Request%20for%20Service&arg2=&arg3=

Yale University affiliates booking private functions are required to make a deposit of 50% (cash, personal check or money order) at the time the proposal for the event is accepted. The remaining 50% is to be paid one (1) week prior to the event.  Any necessary adjustments will be made after the function date.

Connecticut State Sales Tax

Private functions will be subject to Connecticut State Sales Tax. Other non-University functions will also be subject to sales tax unless the host organization has applied for and received the required “Certificate for Exempt Qualifying Purchases of Meals by an Exempt Organization” (Cert-112) from the State Department of Revenue Services.  A multi-function event may be considered one event for tax purposes.  This form must be received by the Catering Department before the event.  University functions will be subject to the state sales tax unless the Department Business Manager signs a statement indicating that the function will be paid with University funds and that there will be no reimbursement from participants.  All tax disclaimers must be received by the Catering Department prior to the function date.  Once sales tax has been applied to your invoice, you must apply to the State of Connecticut for a tax refund.

Certificate of Insurance

A current Certificate of Insurance must be on file with the Yale University Catering Department before any outside contractors or vendors can perform services on University property. Please refer to the following link for information on insurance requirements from outside vendors. http://www.yale.edu/finance/controller/riskman/insurance.html

PRICES AND PACKAGES SUBJECT TO CHANGE
Yale Catering Services (Central Campus) 168 Grove Street, New Haven, CT 06520-8261 Phone: (203) 432-0470 | Fax: (230) 432-7939 Marigolds Catering (Medical School area) E.S. Harkness Hall 367 Cedar Street, New Haven, CT 06510 Phone: (203)785-4685 | Fax: (203) 737-2831
Your Complete Satisfaction Is Our GOAL!!!