Book catering for an event or meeting
This taskÌýexplainsÌýhow to book cateringÌýfor your event through the. You can order hot and cold food and drink from their menus. Dairy and gluten free options are available and menus can be customised with enough notice. All food orders require a five-day lead in time.
Before you start
You’ll need to give:Ìý
Three working days – Drinks orders.
Five working days –ÌýFood orders.
The hospitality team may be able to accommodate last minute requests, but not all menus will be available at short notice. Contact the team for more advice: (+44) 20 7679 2153ÌýÌý
To order catering, you'llÌýneed:Ìý
- approval from your budget holder;
- a valid PTAE code (your budget holder will be able to give you the code);
- the name of your event;
- the times you want catering delivered and picked upÌý(catering start time and end times); and
- the building and room you need catering for.
Be aware:Ìý
- You must have read the Terms and Conditions.Ìý
- Prices exclude VAT.Ìý
- Hot food is only available for selected locations.Ìý
- Gather&GatherÌýdoes not arrange tables – contact the Porters to request help with moving tables, or see the room bookings guidance for reserving a suitable room. While many rooms are bookable 'centrally' some rooms in faculty buildings are reserved locally.Ìý
Contact the hospitality team onÌý0207 679 2153Ìýif you have queries related to:Ìý
- ´¡±ô±ô±ð°ù²µ±ð²Ô²õÌý
- Bespoke hospitalityÌý
- 1. Log into the UCL Hospitality site
Follow the instructions below to log into the site. If you’ve never used the site before, you’ll need to register.ÌýÌý
-
Log into or register withÌýtheÌý.Ìý
Your UCL HospitalityÌýaccount is separate from your UCL user accountÌýand requires separate login details.Ìý
- 2. Select the correct menu for your order
Different locationsÌýhave different menus to choose from. You'll need to pick the right menuÌýfor your location.
-
Click on ‘Menus’ and choose theÌýappropriate menuÌýfrom the ‘Location’ drop-down, on the left-hand side.Ìý
TheÌý‘Bloomsbury Delivered Services’Ìýmenu covers most UCL buildings, but you may need one of the menus below instead:Ìý
- ±Ê³ó²¹°ù³¾²¹³¦²âÌý±á´Ç²õ±è¾±³Ù²¹±ô¾±³Ù²âÌý
- °Â´Ç±ô´Ú²õ´Ç²ÔÌý±á´Ç²õ±è¾±³Ù²¹±ô¾±³Ù²âÌý
- ±õ°ä±áÌý±á´Ç²õ±è¾±³Ù²¹±ô¾±³Ù²âÌý
- BloomsburyÌýServicedÌýEvents (choose this if you need a serviced event).Ìý
- 3. Add your event details
Click ‘Place order’ and fill in all your event details.Ìý
-
Add your event details, including:Ìý
- The number of service times you needÌý– e.g. if you have an all-day event and need a delivery in the morning and one in the afternoon, select ‘2’.Ìý
- The building and room.Ìý
- Any special comments – such asÌýspecific dietary requirements, an addition of beer, a salad bowl.Ìý
- Email addresses of anyone who needs to be copiedÌýintoÌýthe order – add this to the CC field, separating the email addresses by semi colons e.g.Ìýcceaxxx@ucl.ac.uk; ccelxxx@ucl.ac.ukÌý
Make sure you tick the box that says ‘Room’Ìýso you can select the room you want hospitalityÌýto deliver to.Ìý
Click ‘Create event’Ìýto move onto the next step.Ìý
If you cannotÌýfind theÌýbuildingÌýyou’re looking for
Check the other menus by loggingÌýout and in again and choosingÌýoneÌýfrom the ‘Locations’ drop-down.ÌýIf you still cannot find your building, contact theÌýhospitality team toÌýcheck whether they serve that building.ÌýCallÌý0207 679 2153 or email  uclhospitality@gatherandgather.com,Ìý9am-5pm Monday to Friday.Ìý
If you cannotÌýfind theÌýroomÌýyou’re looking for
If you cannotÌýfind theÌýroomÌýyou’re looking for inÌýthe drop-down list that appears, add the nameÌýof the roomÌýto the ‘Special Comments’ field.ÌýÌý
Serviced events
IfÌýyouÌýneed proper crockery for an event, specify this in the 'Special Comments' field. Melamine crockery is used for serviced events in allÌýbuildings except:
- Wilkins building
- The Institute of Child Health
- The Wolfson Centre
- The School of Pharmacy
These buildings use proper crockery.
- 4. Add food and drinks to you order
Choose the items and quantities you want to add to your order.Ìý
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If you have more than oneÌýservice time, you’llÌýneed to specify which order you want to addÌýfoodÌýand drinksÌýtoÌýbefore addingÌýyour items.ÌýClickÌýon theÌýservice time drop-down menuÌýto select a time slot. You’llÌýfind this just above the list of food/drinks items.ÌýÌý
- Click on the trolley icon to add items to your order.Ìý
- Select another service time and add itemsÌý(if relevant).
- Click ‘Checkout’ to process your order.
- 5. Add the Project, Task, Award and Expenditure (PTAE) code
The system will prompt you add the PTAE code. If you doÌýnotÌýknow the code, you can ask your budget holder.Ìý
-
The first time you make an order, it will save the PTAE codeÌýto your ‘wallet’ on the system. After that, you’ll be able to use the code in your wallet forÌýanyÌýorder.Ìý
You'll need to get the PTA code from your budget holder.ÌýThe Expenditure (E) code for food and drink is 22151.
Add the PTAE code and click ‘submit’. This will take you to a new page.Ìý
Associated links
- 6. Finalise your order
You’ll need to finalise your order.Ìý
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- You’ll see the list of items in your order.Ìý
- Scroll to the bottom of the page and click ‘submit’ again.ÌýThis will send an automatic email to your account, confirming your orderÌýas ‘tentative’.Ìý
- You’ll then need to wait for a final email stating that the order has been approved by the hospitality team.Ìý
If you do not receive an initialÌýconfirmationÌýemailÌý
This meansÌýyour order has not gone through. Log back into the siteÌýwhere you’ll see your order in progress. Then go through the final steps again.Ìý