Policies

Event Planning Guidelines

Our goal is to exceed your expectations by serving the freshest seasonal food, beautifully displayed, and served professionally by our highly trained staff. 

Service Hours

Standard service hours are Monday to Friday, 7:00 AM to 3:00 PM. Requests for service outside of these hours may require additional service fees. Holidays, weekends and periods when classes are not in session will may require additional service fees.

First Right of Refusal

Please note that NexDine has the first right of refusal for the UMass guests for any order over $200.

Ordering

All orders should be placed directly on the catering site (UMMS.catertrax.com ) to ensure the most efficient and reliable method of ordering. For any next-day orders placed please contact Catering at 508-856-2910 or 508-612-3336 and email (unit303ummssherman@nexdine.com) after you place the order.  There is a fee for any orders placed within 48 business hours of delivery.

Catertrax

If you should need login credentials or have general questions about Catertrax, please email unit303ummssherman@nexdine.com or call 508-612-3336.

Arranging and Reserving a Date

Even if the date or guest count of your event is only tentative, please notify our office of your event so that we can make preliminary plans to ensure a memorable occasion.

Reserving a Location and Date

Whether the event is to take place on or off-site, you will need to have a confirmed reservation and date for the venue location before we will be able to make deliveries. 

Room Set-Up

Guests are required to coordinate with EBS for all their room service setup needs. Please contact Tony Covello directly at (508) 856-3825 or by email at anthony.covello@umassmed.edu. Please note that this is an additional charge that is separate from NexDine Catering Services. Additionally make sure you order catering tables as well and confirm with the catering team to ensure the quantity is correct.  When reserving your space please keep in mind we will need 45 minute pre-event for set up and 15 minute post event for break down.  If booking a high end event please contact your Catering representative for the set up and break down time.

Guests are also required to coordinate with the Audio Visual Department for all their media and presentation needs for their event.

Payment

All catered functions under $1000 must be secured by payment before they occur. Payment types include Visa, MasterCard, Discover, Check, and Cost Center. Any catered events over $1000 can be billed but direct payment is preferred. There will be an applicable 7.00% local sales tax added to all nonexempt customers. Organizations with tax exempt status will be required to submit a copy of their exemption Certificate (4) business days prior to their event date. Payments not received after 60 days from event service date are subject to a 5% finance fee weekly for each additional week that payment is not received. All external events must be paid either via check or credit card.

Changing or Cancelling an Event

All cancellations or changes must take place at least 2 full business days before your function. If you do not contact us with a final count within the 2 full business days allowed, we will prepare for the estimated number and charge accordingly. Cancellations with less than 24 hours notice are charged in full unless it is weather related and the school is closed.  All events must be cancelled in Catertrax and we suggest you also send an email.  Any event over $5000 requires changes or cancellation (1) week in advance. Any purchases made on behalf of the client by NexDine for specialty food or service ware will be billed accordingly. Should the school be closed for or any similar circumstance, all orders for the closure period will be cancelled without penalty. 

'Packaged to Go'

When choosing the 'Packaged to Go' option on your catering order, you are choosing to to have your order delivered in plastic, disposable take out platters with plastic tongs. Although these containers are disposable, we try our best to be an environmentally-friendly company and would love to coordinate times to pick up these containers. We will clean and sanitize the disposable platters and tongs properly before reuse. 

Delivery Fees

There is a small $2-$15 delivery fee for catering services at UMMS. 

For events that relocate after the order has been delivered, we would be happy to deliver your order to the new location for a $25.00 relocation fee.  If for any reason we need to go back to a room to pick food/items up because the event ended later or it was relocated to another room without our knowledge there will be a fee of $25 applied to your order.  If it is after our closing hours of 4pm the fee will be determined by the Catering Dept.

Service Staff

To ensure that your event is a success, a catering staff will need to be provided for all served meals and some buffets at an additional charge. If additional time is needed, a fee of $45.00 per hour, per attendant, will apply. When attendants are needed, services are at an additional charge of $45.00 amount per hour, per server, with minimum of (5) hours. For buffet style functions we may require one attendant for every 30 guests at an additional charge depending on your menu. For all waited meals servers are additional and custom quoted. Culinary staff, when required, are billed at a rate of $45.00 per hour, per employee, for a minimum of 4 hours. Utility staff will be billed at $25.00 per hour, per employee, for a minimum of 4 hours. Event managers are available and billed at $60.00 per hour for a minimum of 4 hours. Bartenders are available too and billed at $44.00 per hour, please contact the catering team for additional information.

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. All equipment rentals are additional charges added to the event total.

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific order.

Linens

We will provide linen for (and skirting if needed) for all tables at an additional cost. If you would like linen to be placed on guest tables for receptions, breaks, meeting tables and boxed lunches, there will be a fee for each tablecloth depending on what was agreed. We will order white for linen unless told differently.

Paper tablecloth is available for a small fee

52 x 114  Banquet with 4” overhang

90 x 156 Banquet for an 8 foot table to the floor (no skirt needed)

90 x 132  Banquet for a 6 foot table to the floor (no skirt needed)

85 x 85 For round table (not to the floor)

108' For round table with 18' overhang

120” For round table (to the floor)

132”  For round table

Napkin  

Food Removal Policy

Due to health regulations, it is the policy of NexDine that excess food items from events cannot be removed from the event site once placed on any buffet. Buffets may only be served for two hours in order to protect the food quality and to ensure the safety of you and your guests. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

Food Storage Policy

Due to state and local food code, no outside purchased items can be stored in refrigeration or cooked in the equipment shared by NexDine. All food items must be purchased by and served by NexDine to comply with the code.

Cleanup

UMass requires all that all food, beverages, glassware and serving utensils be removed from conference rooms after the meeting/event is completed.

Procedure for Requesting Alcohol at an Event

If you are requesting alcohol for an event you must have written approval from the Chief of Police.  The Events Department has the form that needs completed. You will need to submit the completed form to NexDine.