Online bookings

The online booking system contains all the up-to-date menu choices and options from which you can choose.

Items are placed in a ‘basket’ giving you transparency of cost before you complete the order.

We are sure that you will find exactly what you require, but if you wish to discuss alternative options, or would like advice on making a booking, please do not hesitate to contact the relevant Hospitality Manager. Details of all contacts can be found here.


Menus are grouped by type. This will allow you to go to the relevant section which applies to your request. Each section is individually coded to make ordering more convenient.


Alongside each option is a price which is based, where appropriate, upon a single serving. If you choose to discuss alternative requirements with a member of the hospitality team, you will be advised of the price per head prior to confirming your order.


To order you will need go to here. You will need to log in using your normal university user name and password.

Please also read our terms and conditions on page 11 and 12 prior to ordering your hospitality.

Minimum order

Please be aware that there is a minimum order amount of £10 on all hospitality bookings. If your order is less than £10, you will incur an additional cost to make the order up to the £10 minimum.


The customer must ensure that the delivery location has access via a lift if it is higher or lower than ground floor level. If requested, our staff will lay out the hospitality items if tables are provided; otherwise the delivery will be left for you to unpack. Should there be no access to the located room for delivery, the food/beverages will either be left outside the room or returned to the kitchen.

We advise that orders are delivered 15 minutes before they are actually required. Please note that on exceptionally busy days deliveries may be made up to 30 minutes prior to your requested time. Please allow for early deliveries when making your room booking. Please add any delivery instructions when you make your booking.


When your food has been delivered, please store it carefully away from direct sunlight, draughts, or heat sources such as radiators. Keep your food covered until it is required to ensure its freshness. We strongly advise that you consume your food within 2 hours of delivery.


We will endeavour to collect all of the equipment on the same day, or by 9.00am the following day. The customer is responsible for all equipment once delivered (i.e. flasks, cups etc) and a charge may be made for any lost or damaged equipment.

Customer feedback

Should you wish to comment on any part of the hospitality service please email or alternatively contact your local site hospitality team.

Standard Terms and Conditions for the provision of delivered Food and Beverages.


In these conditions the following terms have the following meanings.

Booking - A booking made for hospitality via the internet booking system.

Price - The price shown on the booking form.

Client - The person who made the booking or their department.

24 hours - One complete working day.


Orders will be confirmed within 24 hours by email. Confirmation will include a copy of the booking form and a reference number. If you do not receive confirmation within 24 hours please contact your local hospitality site or email as we may not have received your order. Your booking should not be considered as confirmed until you receive confirmation from us via email.

Bookings and final numbers must be received at least 48 hours in advance.

Bookings made less than 48hours in advance must be made by telephone and will be accepted at the discretion of the local hospitality manager.

We will always attempt to accommodate last minute bookings, but this may result in reduced availability of some menu items and limited delivery times.

Evening or weekend hospitality requires 5 working days notice via the local Hospitality Manager. We respectfully reserve the right to refuse any requests that do not reach the appropriate contact within the notice period.

Amendments and cancellations prior to the 48 hour cut-off can be made online. For amendments and cancellations to orders within the 48 hour cut-off, please contact your local hospitality manager or email quoting the booking number.

In the event of a full or partial cancellation of a confirmed booking the following cancellation charges will apply:

TIME PRIOR TO EVENT                       

  • More than 48 hours - no charge
  • Less than 48 hours - 50% of the total booking cost
  • Less than 24 hours - the full cost will be incurred

Separate cancellation charges apply to larger and/or bespoke bookings. Please discuss with your Hospitality Manager.

Any charges will be made at the discretion of the local hospitality manager.

Prices are correct at the time of booking. However, some adjustment may be made in the event of seasonal variation or shortage. When a menu has been ordered some time in advance, items may vary from the original order.

There is a minimum order value of £10.00. We will accept order values below this amount, but the final charge will be made up to £10.00.

We do not charge for delivery, unless the requested location is outside of the designated building list. In such cases a charge will be added, appropriate to the location and the costs of transportation.

It is the responsibility of the person using the booking system that they have the authorisation of the budget holder to create the order. The details of the budget holder/authoriser and the budget code are required to complete the booking.

Menu Selection

Most special dietary requirements can be catered for; please state your requirements when placing your order. We cannot guarantee that our food does not contain traces of nuts.

All prices are exclusive of VAT with the exception of alcohol. VAT will be added to the final bill where appropriate.


Service staff are available (minimum 2 hours) at £12.00 per hour or part hour per person. Staff will automatically be assigned to start 30 minutes before the event begins for set–up purposes. We strongly recommend that staff are requested for drinks receptions and other events with alcoholic beverages.


All buffets are delivered with menus, labels and comment cards. All items will be supplied with the necessary crockery, glassware, etc. Crockery, cups and utensils will be delivered for the numbers booked. An additional charge will apply to any extra items requested.

The hospitality team will endeavour to make every effort to deliver the goods at the time agreed with the client. If for any reason this is not possible, we will keep the organiser fully informed of any delays.

We suggest that clients order deliveries 15 minutes before they are actually required. Please note that on exceptionally busy days deliveries may be made up to 30 minutes prior to your requested time. Please allow for early deliveries when making your room booking.

It is the responsibility of the customer making the booking to check that the room being used is one in which hospitality is permitted. Where possible, it is advisable to book a separate room for lunch deliveries to minimise disruption to your meeting.

The customer must ensure that a suitable location with access via a lift (where higher or lower than ground level) is selected for the hospitality ordered.

Our hospitality staff will lay out the order if tables are provided, otherwise the delivery will be left for the customer to unpack. Please specify if you want the hospitality order left outside the room or brought into the room and/or set up.

It is the customer’s responsibility to organise the setting up of tables prior to catering being delivered and to ensure that adequate tables are provided for the size of booking. Should there be no access to the allocated room for delivery, the food or beverages will be returned to the kitchen to be redelivered at a more convenient time. It is the responsibility of the person placing the order to inform us whether the meeting can be disturbed and times that access is permitted. Please add this information to the ‘Delivery Notes’ section e.g. lay out in room, deliver into room, and leave outside room.


We will endeavour to collect all the equipment on the same day, or by 9.00am the following day.

Please ensure that all items are ready for collection after your event. Please notify the local hospitality manager if the location for collection has changed. Customers are responsible for any loss or damage to our equipment whilst in their charge. A charge will be made if items are not available for collection at the end of your event.

Any returnable items missing or broken will be charged at the following replacement rates:

  • China plate - £2.50
  • Cup and saucer - £2.00
  • Glass - £0.50
  • Re-usable water bottle - £3.00
  • Flask (variety of sizes) - £10.00 to £40.00
  • Black trays - £20.00
  • Cutlery - £0.50 per item

A variety of choices to meet your requirements

The menu options you will find online cover a variety of choices - from the straightforward delivery of teas and coffees, to working lunch offerings and on to the more elaborate finger and fork buffets. We can also provide a variety of canapé options and reception style menus.

Vegetarian Society approved caterers

Hospitality Services are an approved Vegetarian Society caterer.

This is in recognition of our work to ensure all products, including those served as part of the hospitality service, meet the standards set out by the Society. In a nutshell, it provides customers with a reassurance that no foods labeled as vegetarian will contain any trace of meat, fowl, fish, or shellfish. It also means that all eggs are free–range, and stocks and fats used for vegetarian foods are entirely meat, fowl and fish free.

Special diets

All set buffet and sandwich options have been developed to cater for both meat and fish eaters, and vegetarians. If you would like your choice to be weighted in either way, please contact the relevant Hospitality Manager. We can also cater for special dietary requirements, advice on which can again be sought from your Hospitality Manager.

Nut and shellfish allergies

All hospitality food items are prepared in an environment where other foods, such as nuts and shellfish, may be present. If you require any further information please email hospitality@