Food Request Form Instructions
Use this form when ordering food for meetings or events.
The form must be submitted a minimum of five days prior to meeting or event.
Put your name and contact information on the form.
Completely fill out the form.
Food delivery time: have food delivered a half hour to 15 minutes prior to event.
Food will be delivered to the front desk (Atrium) and you are to pick it up there. If it is a
catered event, the caterer will bring the food to the room. Please make sure you write the
room location on the Food Request Form.
Be sure to write in the FOAP numbers. (What is a FOAP?)
Have your Program Chair/Department Head sign and date.
Hand in to Sharla Seath.
Food Request Form Instructions
Guidelines for Serving Food at College Meetings or Functions
A. The following are factors to be used in determining the need for food at a meeting or event:
1. Significant events that include students and a legitimate academic or student service purpose.
2. Meetings during the 11:30 – 12:30 hour that are periodic, involve a written agenda and
where the open hour is the only practical time for the committee or group to meet.
3. Gallery Receptions as determined by the Gallery Director, where students, faculty, staff
and the public are invited.
4. Special Events that are hosted by the College for a specific purpose where
students,faculty, staff and the public may be invited will be allowed.
B. The College has selected and negotiated reduced pricing for a variety of food vendors.
For the 2012 fiscal year we will be using the following vendors:
1. Quizno’s - sandwiches, salads, boxed lunches.
2. Jimmy John’s - party platters which consist of a variety of sub sandwiches, chips, cookies
and soda.
3. Pizza Hut - pizza and soda.
4. Adeline Leigh - please see Mary Bradshaw
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Food Request Form Instructions
C. The process for ordering food for a meeting or event is as follows:
1. Please complete a Food Request Form and return the approved form to Mary Bradshaw’s
mailbox located on the seventh floor or via email to: [email protected] at least five days prior
to the event. This form can be found in each of the mail rooms with the other forms, or email Mary to
have an electronic one sent to you. Mary will be responsible for ordering the food for all meetings and
events.
2. Once the food request has been approved, Mary will place the food order and send an email
confirmation to the meeting or event coordinator indicated on the Food Request Form. If a room has
been reserved on the Kendall calendar for the meeting or event, the confirmation will also be placed in
the description area for that time slot.
3. Food must be picked up by the coordinator of the event at the front desk at the time that is
indicated on the Food Request Form. The food will be delivered with an invoice from the vendor. This
invoice, along with a written agenda, copy of formal invite/poster and list of attendees, must be
submitted to Mary by the end of the next business day. Please feel free to include any comments or
suggestions about the food or service that is provided at the meeting or event. Feedback is always
welcomed.
4. Please note that the room location and set-up are to be completed and submitted by the
individual(s) who is coordinating the meeting or event (ex: posted on the Kendall calendar/physical plant
staff). For room reservations please contact Catherine Chaffee and for room set up fill out an orange
colored Request for Room Set-up form and give it to Dennis Magoon. Please see that the room used
for the meeting or event is returned to the same condition that it was prior to you using it.
D. Food Cancellation Policy:
A minimum of 24 hours notice for small orders and 5 days for a large event.