Policies

RISD Caters Internal Policies

The RISD Caters team looks forward to working with you! We are here to offer our expertise to ensure that you and your guests have a safe and enjoyable experience.  The below policies are applicable to internal RISD events only.

Definitions of Levels of Service

• Casual Event (all disposable) - food will be served on compostable platters. Orders include disposable tablecloths for covering catering tables as well as disposable (compostable) dishes and cutlery. Casual orders do not include a return trip from RISD Caters; client is responsible for disposing of all leftover catering items.
• Upgraded Service - food will be served on china platters, drinks will be served in reusable containers. We will add linens and décor items (such as potted plants and buffet risers) onto upgraded orders as needed to create an attractive display of food and beverage. Upgraded orders include disposable (compostable) dishes and cutlery. Further upgrades can include bamboo dishes or reusable flatware - inquire with the catering office. RISD Caters will return at the end of the event to collect catering items.
• Student Gallery Opening - food will be served on china platters, drinks will be served in reusable containers. We will add linens for catering tables. Orders include disposable (compostable) dishes and cutlery.
• Formal - formal events for VIPs or those with full table settings of china, glassware, and flatware can be arranged through RISD Caters. Please call or email us to let us know what you're looking for. Formal events require a minimum of 2 weeks' notice.

Placing Orders & Advanced Notice

For a smooth process, we recommend booking your event as early as possible. You can place order requests directly at risdcatering.catertrax.com by adding Menu items into a shopping cart and proceeding from there. Orders made this way are considered “requested” until a member of the RISD Caters team reviews, approves, and confirms the order. If your order requires a special or custom menu, you may also fill out this inquiry form, or contact us via phone at (401)709-8500, via e-mail at catering@risd.edu. 

We need a minimum notice of five (5) business days for any event and at least two weeks notice for staffed events. Rest assured that we will make every effort to accommodate your catering requests. Orders placed with fewer than (5) business days notice will be subject to a $25 Rush Fee. Orders placed 48 hours’ or less notice may incur a $50 Rush Fee. Rush Fees may also be applied when there are changes to existing orders.

Changes/Guarantees/Cancellations

• All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed 5 business days prior to the event.  We will prepare for the guest count listed on your invoice and charge accordingly should a final count not be confirmed.  
• Events canceled fewer than 5 business days in advance may be charged up to 50% of the total order.  
• Orders that are canceled less than 48 hours in advance of the event will be subject to the full charge.

Reserving + Setting Up a Location

The client is responsible for reserving a location for their event and ensuring the location is fully equipped for catering service. Please follow the procedures below to reserve a space and request Facilities services before and after your event. The only tables that can be ordered through RISD Caters are high-top cocktail tables - all other tables and chairs will come from Facilities. 

Please use 25Live schedule.risd.edu to reserve an on-campus space. If you need assistance securing a campus location, please contact the Campus Conference and Events Department at conference@risd.edu or 401-427-3100.

Please place a Facilities work order for your event in a timely manner at https://workorders.risd.edu/.  Work orders should include:

• Tables for food/bev (please refer to your confirmed catering invoice for the number of tables required for your menu) 
• Tables and chairs for seating 
• Request for Trash Cans, as well as a request for garbage removal following your event. 
• Additional Custodial needs for your event, such as bathroom or banquet cleaning before or after your event. 

Delivery Service

RISD Caters regular open hours are 8:30am - 5:00pm Monday through Friday. 

For events that request delivery, an on-campus Delivery Fee of $20 will be assessed. This fee includes:

Eco-friendly disposable service & buffet ware and one disposable tablecloth for the food and beverage set up, unless otherwise confirmed to use real china or linens. 

Basic set up (placing linens for food tables, displaying food & service items). 

An on-campus Return Fee of $20 will be assessed when RISD Caters is required to return to the site to pick up service items. This fee includes breaking down and packing food service items and platters. Return fees will always be applied when non-disposable service items are used. RISD Caters will not be responsible for cleaning up and breaking down when disposable items are used, unless arranged in advance.

Additional Delivery Service Fees/Details

• A minimum order of $50 is required for delivery. 
• Delivery and Return fees for events located at Tillinghast start at $50/trip. 
• Off-Campus Delivery and Return Fees start at $20/trip, and increase depending on the proximity to Campus. 
• Delivery and Return fees will be increased by $10 (each) for each trip that occurs outside of RISD Caters regular open hours. 
• A Weekend Fee of $50 will be assessed for any deliveries on Saturday or Sunday.

Important Information about Delivery Service

• Your confirmed invoice will include a Delivery Time; to ensure a successful delivery, we ask that you provide access and/or an unlocked delivery location prior to the confirmed time. 
• RISD Catering is not responsible for clean-up after an event that is not staffed. Please put in a facilities work order in advance if clean up is needed. A $25+ Breakdown fee may be applied if there were unplanned or unexpected services required for event breakdown.
• For any deliveries to outdoor or public areas, please ensure that there is a representative present to receive the delivery and provide supervision prior to and during the event.
• Rain locations are required for all events in outdoor spaces. Additional space can be reserved in 25Live, schedule.risd.edu.
• A $25 Special Event Display Fee may be assessed depending on the event needs, which includes use of catering risers, tables, plants, décor for food and/or beverage service stations (per station). All catering equipment, supplies and décor provided for the service of your catered event are expected to remain at that location.
• Clients are directed to secure RISD Caters property for later pick-up and will be responsible for any loss incurred.  Any missing or damaged catering equipment, supplies or décor will be charged to your account at replacement cost.

Staffed Events

In order to provide the best service possible, RISD Caters will determine the minimum number and type of staff needed for your order. Associated staffing fees are dependent on the level of service provided. There is a 4 hour minimum for individually scheduled staff, such as delivery personnel, servers, bartenders, culinary staff, and event managers.

Some events will require adequate staging areas for our catering staff. Please ensure that the event location and staging area is accessible a minimum of two (2) hours prior to event start time.

Bar Service Requirements 

• A Certified Bartender is required for any events serving alcoholic beverages. 
• A $50 Bar Set Up Fee will be applied whenever alcoholic beverages are served, including ice, disposable cups, and any necessary equipment. Non-disposable cups may be added for an additional per person charge. 
• For on-consumption and cash bar service of House Wine & Beer are available, and a Bar Minimum (no less than $50) will be determined and calculated based on the number of people and length of time of your event. 
• Custom Per Person bar menus and pricing is available for bar service that include tier 2 or tier 3 wines and mixed drinks. 
• RISD Public Safety requires an alcohol permission form be completed a minimum of 2 weeks prior to the event.  If RISD Public Safety determines that a public safety officer is required for your event, you will be charged and billed directly through the Public Safety office.

Additional Special Event Services

Additional fees may be assessed for special events or requests. Quotes are available on request for High Top Tables, Linens, and China. 

Rentals

A 5% Administrative Fee will be added to the cost of external vendor charges that are arranged by RISD Caters on client’s behalf. 

Food Safety

RISD Caters will ensure that health and safety guidelines are adhered to in regards to all food served during an event. Leftover food should be promptly refrigerated or disposed of. When events are staffed, RISD Caters will dispose of all leftovers after the event unless the client requests otherwise. Leftovers are not the responsibility of RISD Caters.