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Catering

Catering is the biggest budget item for RailsBridge and a major part of the event. We typically do the following, based on 50-60 people (students, organizers, and TAs) at the workshop:

Instructions

Here's what to do:

  • Place catering orders about 1.5 weeks ahead of the workshop.
  • Delivery times might be roughly: Saturday 8:45am, Saturday 11:30am
  • Ask caterer when they want to be paid, e.g. on delivery, after the event, etc.
  • Make sure we cover those who have dietary restrictions. Dietary restrictions are a question on the registration form.
    • Ask the caterer about peanut-allergy-safe foods, gluten-free, etc.
  • Work with registration and TA coordinators to get head counts and dietary restrictions.
  • Add a few more "servings" for some wiggle room.
  • Be sure we're leaving the space in a good state.
    • Be green Ask the venue's contact person about disposing trash -- how they would like us to handle that.

Here's an example email to a catering inbox:

Hello from Railsbridge Boston!

I'd like to order for delivery to: 150 Bdwy, 2nd Floor, Cambridge, MA 02142

for Saturday 11:30AM, April 6.

Assorted Taco Bar Makes 125 tacos (approx 50 people)

Large Salad Bowl (serves 30)

Classic Burrito Tray: 30 Regular Burritos

Can you provide a quote and invoice so we can use our tax exempt status? Thanks!

Estimated headcount: 60 people

Organization: Railsbridge Boston

Contact: John Doe, 617-123-4567

Payment

The Catering Coordinator should be placing the orders first. The vendors will tell her when payment is due for the food. Usually, they will take credit card payments over the phone. Ask caterers for a tax-exempt invoice. Provide the Bridge Foundry 501c3 determination letter if asked for a tax-exempt certificate.

Work with Melissa for payment.

For the after-party, payment is made right there to the bartender during the after-party. There may be a room reservation fee or minimum drink and appetizer purchase amount depending on the venue. Use the RailsBridge Boston Bridge Foundry debit card.

Dietary restrictions & food allergies

Label food so that people with dietary restrictions & food allergies can easily identify food they can eat. Try to set food up to not cross contaminate.

Example catering orders / costs

Saturday daytime: breakfast, snacks, lunch - ~$1,500

  • AM coffee and breakfast: Haley House, Flour Bakery have worked in the past
  • PM coffee: Dunkin Donuts - 4 Boxes o' Joe
  • Afternoon snacks: pick up beforehand or use Instacart. Get a mix of cookies, trail mix, apples, and juice. READ LABELS FOR ALLERGENS
  • Lunch: Burritos/build-your-own-bowl meals are a popular staple, since they accomodate most diets

Saturday night: after-party drinks and appetizers - ~$700

  • Based on 30-40 of the 50-60 attending.
  • Depending on attendance, only offer the first round of drinks. Feel free to add another round and/or some appetizers as budget allows.