Event Catering
Our menus are designed to suit a variety of tastes, diets and budgets; providing quality and value for money.
Introducing our NEW event catering packages - plus hot buffet options and more! Explore the menu and don't miss out.
Welcome to Event Catering
Our friendly team at the Catering Hub are on hand to answer any queries you may have or offer advice as to which options may work best for your event.
Contact us on 01912086363.
Organising a conference?
If your event is being organised through our Conferencing Team, please chat to them directly about your catering requirements. If you're looking for event/conference support or information about venues, visit our conference website for further information.
 818 x 428 (1).jpg)
Why book internal event catering?
- your catering is prepared and served by a team of experienced, highly trained professional caterers who are proud to represent Newcastle University
- our food is sourced and purchased in line with the University's Sustainable Procurement. Producers are vetted on both the quality of their goods and hygiene of their premises
- ingredients are as ethically sourced and local as possible, for example our main bread supplier is Geordie Bakers
- pledged to Menus of Change, we provide a wide range of healthy and sustainable products in both Event Catering and our cafes on campus
- sustainability is at the heart of everything we do. From our fully electric fleet of vehicles to ensuring all our serving items are reusable or plant based and compostable
- we always strive to ensure our prices are as competitive as possible. We carefully cost out every item and are more than happy to assist you in meeting your budget requirements
- all our buffet items are accompanied by tent cards stating any allergens with a QR code to our tailored Wellbeing Portal with ingredients and nutritional information
- we proudly have a Five Star Food Hygiene rating
Prior to booking
Prior to making a booking please consider:
Booking your room, ensuring it's accessible for deliveries and collections and suitable tables are available to set out your catering. Portering assistance can be booked through ESS. Please remember deliveries can be up to 45 minutes prior to your booked time.
- Consider the type of guest attending your event and the amount of food required. We provide portion guidelines in our menus.
- If you need serving staff for your event, please pre-book giving as much notice as possible.
- VAT is not charged for internal events, please provide a Cost Centre or WBS element at the time of booking.
- We need a purchase order for external or third party bookings, full contact details (including email) is needed in advance to add customers on the SAP system.
- Please notify any changes to your order or advise changed delivery locations as soon as possible. Full details regarding notice period for bookings and our cancellation terms can be found in our Terms and Conditions.
- It is your responsibility to carefully check your order confirmation. We cannot be held liable should mistakes not be picked up at the time of confirmation.
Terms and conditions
Operating hours
Our standard operating hours are Monday to Friday, 08.00 - 17.00 for Event Catering and 08.00 - 16.00 for Courtyard. If you require catering outside of these hours, please contact us for more information.
Notice periods for bookings
We require three working days' notice as a minimum for bookings taking place during our standard operating hours. For events after 17.00, at weekends or on Bank Holidays we require a minimum of seven working days' notice.
We try and assist wherever possible with last minute requests, although we can't guarantee availability.
Minimum order value
Monday to Friday during standard operating hours, £25.00 per delivery.
Final numbers
Final numbers are required five working days prior to your event. If numbers reduce after this time you will still be charged (please see the table below).
Dietary requirements and allergens
If you or a guest has a food allergy or special dietary requirement and would like detailed information on ingredients used in our menus, please call us on 0191 2086363. We also provide a Wellbeing Portal which lists various allergens in our menus.
Time slots are available each hour, we highly recommend you book early to avoid disappointment.
Cancellation
We order well in advance of events so incur costs even if you cancel your event.
| Type of event | Less than 4 hours prior | Less than 48 hour’s notice | 5 or less working days (Mon-Fri) |
|---|---|---|---|
| Beverages only | 100% charge | 0% charge | 0% charge |
|
Sandwiches and buffet lunches |
100% charge | 100% charge | 0% charge |
| Formal lunches and dinners | 100% charge | 100% charge | 100% charge |
Payment
For internal bookings, we require a Cost Centre or WBS element to confirm your booking.
If you are booking on behalf of an external client, we require a purchase order from them providing full contact address details (including email address) for invoicing purposes.
Delivery and access
Your requested delivery is a guideline time and could be delivered up to 45 minutes prior to your nominated time. It is essential we are able to access the venue and that tables are provided for your catering. If we are unable to gain access to lay out your food we will be obliged to leave in packed crates outside the venue. All prices quoted include delivery and collection but do not include serving staff.
Serving staff can be provided at an additional charge, please call to discuss this.
Checking your order
It is your responsibility to check all details of your booking when we send the order confirmation. Please let us know if any element of the booking requires amending as we can't be held responsible for errors if these are not advised at the time of confirmation.
Missing or incorrect order
If your order includes items which are missing or incorrect, please notify us on the day of your event so that the items can be replaced, or a refund issued. Unfortunately, we aren’t able to issue refunds if the issue is not raised on the same day.
Serving staff
If you require serving staff to attend your event, please notify us at the time of booking. Please contact us to discuss pricing and availability.
Leftover food
You are welcome to take any leftover food but EAT@NEWCASTLE cannot be held responsible for food safety and hygiene once removed after your event. Please ensure all serving dishes and plates are returned to us following your event; any missing or damaged items will be charged at full replacement cost.
Post Event Collections
All items must be repacked into the crates provided and should be available for collection (we aim to do this within 24 hours). You must advise if a collection will be different from the delivery location. A £25.00 charge will be applied if items are not repacked.