WPI CARVED AND CRAFTED 2023/2024 CATERING POLICIES

Room Reservation:

Please visit the university’s website, https://www.wpi.edu/offices/events/spaces for information and forms of everything you need to do in preparation for a successful event on campus. The WPI Events office helps you with the critical pieces with planning your event such as room reservation details, audio/visual arrangements, chairs and table requests.

Event Guidelines:

Chartwells welcomes the opportunity to help you plan your next event. This planning guide has been prepared especially for our guests. In order to ensure the most efficient service; please follow these procedures when making your arrangements.

Food and beverages served at WPI must be catered by Chartwells.

The Planning Process:

 

Successful events begin with proper and prior planning. Please be sure to allow enough time so that you will receive exactly what you need. Events should be planned as early as possible through the Events Office.

Coffee Service or Meetings: 5 Business Days (minimum)

Breakfast/ Lunches/Dinners: 5 Days (minimum)

Final Counts/Guarantee: 3 Business Days (minimum)

In order to provide continued excellence for your catered events we must adhere to the above guidelines for adequate planning time.

We must receive your final guest count three business days before the event or you will be charged for the last number received. In the event that you exceed your guest count guarantee, you will be charged for the actual guests served. In the case of an urgent event or last minute request at WPI, contact the WPI Events Office at x5613 immediately to secure your venue. We will begin to help you in any way possible although events booked with less than 5 business days will be subject to a

20% late charge.

 

Cancellations:

Events canceled more than two days (48 hours) prior to the event will not incur any cancellation charges. Events canceled within two days will be subject to any unrecoverable costs incurred while preparing for the event. Example: food in preparation, labor, special rental etc.

Billing:

An appropriate WPI Cost Center, Fund and Activity Code is required at the time of the planning of your event. Please be sure to have those numbers prior to coordinating your event. Invoices incurred for catering events are due within 30 days of receipt of the invoice.

External groups may be required to pay 50% of the bill prior to the event with the balance due at the end of the event. Contact the Catering Office at ext. 5700 for more information.

 

Bar Services:

All events desiring alcohol service must be approved in advance by the WPI Events Office if the event is being held on the WPI campus. Beer and wine service is available on the WPI campus after 4 PM in certain non-academic locations and must be catered by Chartwells.

Groups desiring a cash bar in WPI locations other than Higgins House or the Campus Center will be subject to a $150.00 city license fee. Special One-Day Alcohol Licenses can be obtained from the City of Worcester, through Chartwells. All application requests MUST be received by the City of Worcester AT LEAST 45 DAYS BEFORE the date of your desired event. All groups must use a Tip Certified bartender (note: all Chartwells staff that handle alcohol are indeed certified to do so) for all beer and wine events. Bartender’s fees are $175.00. One bartender can service up to 50 people. Additional bartenders will be added in increments of 75 guests, more bartenders can be requested at the clients request as well. Bar set up fee $250.00.

Lost Equipment:

Equipment is not to be taken from the original event to another location. If equipment is missing upon pickup after the event, the group or department who planned the particular event will be charged a replacement cost unless it is returned to the Catering Office promptly.

Equipment Rental:

If available, University departments and students may rent equipment for events related to campus activities. Groups must sign out and accept financial responsibility for misuse or loss of any equipment. An account number or PO may be required.

Florals/ Decor:

Custom floral arrangements are available at an additional charge. Please contact us to make arrangements 5 business days prior to your event.

Leftovers:

Due to health and liability issues Chartwells will not allow any food to be removed from any of the events once the event has been completed. We will not be responsible for any food consumed away from the intended event location and time frame.

Table Covering:

Tables should be requested through the event’s office for your event. The Catering department provides Standard Linen for both food tables and non- food tables in different sizes and colors please see our different options and pricing under the Services tab on our menu page.< br />
Specialty Linen is also provided when ordered 7 days in advance; please contact our Catering Director at 508-831-6047 for more info.

 

Custom Event Menus:

Do you have something else in mind other than what we offer online? The Executive Chef and the Catering Director can create a special menu for any event. Please reach out to the Catering Director at 508-831-6047.

Wedding Packages:

A wedding guide and Catering Package is available for review. It is to be utilized for its specific purpose only. Please contact the events office at WPI for further details.

Fire Places:

Fire Places are not allowed to be lit unless Event Office Approval.

China and Serviceware:

We provide standard Environmentally Friendly Disposable “Green” Serviceware for every event or order at no additional cost. China Service ware is available for an additional

$3.00 per person

which includes plates, silverware and glasses/cups if necessary. China serviceware for buffets and served meals require wait staff.

 

Catering Service Staff:

If your event requires wait staff, they will be assigned to your event for set-up and will remain on-site throughout to maintain food and beverages at a rate of $175.00 per server up to (5) hours. Each additional hour is $40.00. Staff will also be responsible for the complete clean-up of your event.

Chef Attended Stations:

The charge for Chef Attendants (for carving and made to order stations) is $200.00 per Chef.

The catering office will make the final determination for the amount of staff needed for each event depending on the set up and menu.

 

Tax and Gratuity:

As a member of the WPI community your sponsored events are exempt from a 17.5% external community charge and 7% Worcester, MA meal tax. Any event paid with a WPI approved account number is considered an internal community event. Any event not paid with one of those above methods is considered an external community event and is subject to the external charges and meal tax charges if applicable.

Price Changes:

All published and quoted prices are subject to change without notice. Some prices are quoted based on current market prices and will fluctuate accordingly. Policy and menus is subject to change without notice.

Thank you,
The Tech Eats Catering Team