Policy
INTRODUCTION
Successful catering at Lycée Français de New York involves a partnership between the caterer and client. For the caterer, a successful event takes planning, proper allocation of staff, the ordering of top-quality ingredients, excellent cooking, speedy delivery, a thoughtful presentation and a commitment to listen to the feedback that emanates out of any event.
For the client, a successful event requires forethought to avoid last minute ordering, a careful review of the choices available (with a wide variety of culinary and price point choices) prior to ordering, careful use of proper forms that ensure nothing is lost or miscommunicated, and thoughtful feedback at the time of the event. This guide offers the sponsor the tools necessary for a successful event.
A. CATERING HOW-TO’S
1. Time frame
Catering orders should be placed as soon as possible.
We require a minimum of three business days notice for catered events up to 50 guests.
For Large catering exceeding 50 guests we require a minimum of five business days. (This allows Flik to purchase and prepare the food, and staff your event appropriately and cost effectively.)
2. Using the required online order form
You must use the on-line form!
Every catering order must be placed through this online form.
We do not permit phone, interoffice, voice-mail, or in-person ordering, as those methods increase the likelihood of missing crucial information. The catering form is the sponsor’s responsibility.
3. Before you begin, you will need the following information to use the system
An account number (please note that no catering form will be processed without an account number)
The number of guests dining.
You must have reserved a location prior to ordering.
The date, start and end times of your event.
4. Timing of your event
Please use accurate times when booking your event. “Start time of your event” indicated by you, will be the time your set-up (including food) is completed. When choosing this time, select the time you actually need food ready. Buffer time is ok, but if you select too much buffer time, food quality may suffer. In the event that your group is running significantly late, it is your responsibility to contact Flik catering to make appropriate adjustments.
Events scheduled during normal business hours will be more cost effective.
For the purpose of all catered events, normal business hours are considered: Monday-Friday from 7:30 am -3:30 pm, during the academic year.
See the section entitled “Understanding what you will be charged” for additional information.
5. Sending the completed document
When placing your order you are required to fill out all fields. You will not be able to submit your order if the fields have not been filled out. These details ensure that nothing is overlooked and you receive exactly what you need.
Once all the necessary fields of the form are complete, press “Submit Order.” The form will then go to Flik’s Catering Director’s Office. You will also receive an e-mail confirmation.
B. THE IMPORTANCE OF USING THE MENU
Please use the menu section of this guide whenever possible rather than making custom orders.
The menu selection is extensive and much less expensive than custom ordering.
Most prices shown are per person unless otherwise noted.
Food prices do not include linen tablecloths, compostable plates, eco-wares, hot/cold beverage cups and paper napkins.
Quoted prices are subject to change. Prices are guaranteed 30 days prior to your event unless otherwise agreed upon.
C. DETAILS OF FOOD SET-UP LOCATION
Please specify on the form where you would like your food set-up (e.g. “set-up in left hand corner of room near the window”). If you do not, Flik catering will use their expertise to determine the best place available.
Flik catering will assume there are tables on which to place food. If the room does not have a table on which to place food, it is the sponsor’s responsibility to request the table(s) with Facilities.
D. UNDERSTANDING WHAT YOU WILL BE CHARGED
As long as you order one of the choices from Flik catering standard menu, and there are no premium services (see below), the charges to your account will be:
Per person charge from the menu multiplied by number of people attending your event.
For any event booked outside of normal business hours: (Monday – Friday, starting after 3:30 pm and during weekends/Holidays) you may be charged for additional labor costs incurred.
For events when school is not in session, you will be charged for additional labor costs incurred.
This charge is applied to cover labor that would be available during the school year but is not when out of session.
Orders requested within 24 hours of the event may incur an additional fee. This is to cover the increased costs associated with last minute food ordering, preparation, and associated extra labor costs. In addition, please note that if you order last minute some of your chosen menu items may not be available.
For especially large events, please contact the Director of Catering for pricing and assistance.
E. CONTROLLING COSTS
Order from the extensive standard menu choices found in this guide. Customizing is more expensive.
Carefully review the menu choices; there are many low-cost options available.
Place your order at least three business days before your event to avoid late fees.
Last minute requests cause overtime issues, adding to the cost.
F. PREMIUM EVENTS WITH ADDITIONAL CHARGES
Custom menus: Custom menus will be priced upon request to the Director of Catering.
China: If you would like to use china for your event, there will be a rental charge.
Additional Linen: If you need additional linen beyond the standard food service table, it must be rented. Please note that the linen and china charges are a direct pass-through charge from a commercial firm.
Additional Rental Items: If you are planning an upscale plated dinner or a unique look, some additional rental items may be needed. These extra charges will be passed on to you.
Wait staff: It is important to request wait staff when filling out the Catering Form. Last minute orders may not be guaranteed due to availability. Wait staff will arrive at the discretion of the Catering Director prior to your function for set up and breakdown of the event. Wait staff is recommended when having an event with china, passed hors d’oeuvres, hot buffets or if you need someone to attend to the meal during your function.
Flowers: It is important to order flowers when filling out the Catering Form. The Director of Catering can provide information on pricing for orders.
Please note that last minute orders may not be guaranteed due to availability.
G. CANCELLATION POLICY
Cancellations will be accepted 48 hours prior to your function with no penalty (excluding specialty linens and other rentals. Please contact the Catering Director for details)Functions cancelled less than 48 hours before your event will be subject to a fee to cover food, specialty linen & china purchased, labor incurred and any other costs associated with your event.
H. FOOD REMOVAL POLICY
For food safety reasons, sponsors and others are not permitted to remove any perishable leftover food from an event. Any nonperishable food (i.e. baked goods) may be taken; however, arrangements must be made by the customer. Flik does not provide any type of to-go containers and customers are not allowed to take baskets, platters or other equipment from the event. Any missing equipment will be billed to the group or department that planned the event.
I. LOST/BORROWING EQUIPMENT
Equipment must not be removed from the original event location to another location. If equipment is missing upon pickup after the event, the group or department who planned the event will be charged the cost to replace the item. Flik receives many requests to borrow equipment. Due to the high cost of replacement we are not permitted to lend equipment.
J. FINAL INVOICE
After your event has been completed, you will receive a statement with the total costs that will be applied to your account. This statement will be your back up record to be used for managing your budget.
