Catering Policies

External Catering Policy

Generally, all food and beverage provided or served in the Bowdoin College Dining Services licensed catering facilities must be provided by Dining Services. On rare occasions, permission for food and beverage services to be provided by an external caterer in a licensed facility may be granted. These exceptions will be made at the sole discretion of the Executive Director of Dining Services, and additional requirements will be communicated upon approval.

This policy applies to all organizations, including faculty, staff, student, and external organizations.

Bowdoin College Dining Services licensed catering facilities are as follows:

Thorne Hall Dining Room
Moulton Union Dining Room
Smith Union Dining Facilities
Main Lounge
Daggett Lounge
Lancaster Lounge
Mills Hall Event Space

All events to be held in the licensed facilities must first reserve the space through the Office of Events and Summer Programs. All requests for food and/or beverage service should be communicated to Bowdoin Dining Services as soon as possible but with a minimum notice of two weeks.

Guest Counts and Guarantees

The guaranteed number of guests for your function must be given to the Dining Service Office (207-725-3211 or 725-3181) no less than 7 days in advance (i.e. the "date of guarantee"). If no guarantee number is given, the number given at the time the order was placed will be used.
A minimum purchase is required or the balance will be charged. Breaks-$50, boxed meals-$75, luncheons-$150, dinner-$400, Bar service-$200, outdoor barbeque-$400, lobster bake-$950.
Increases in guest counts made after the guarantee date may be assessed a service charge (minimum of $25 per change per event). A service charge may apply if the final count increases to more than 10% above the guarantee count.
Count reductions may be accepted after the date of guarantee but the amount charged will not be reduced.
Food and seating accommodations will be provided for 5% above the guarantee unless it exceeds the room capacity. If the actual number of people in attendance exceeds the guarantee, you will be billed for the number of meals served.
For health and safety reasons, all leftover food must remain on the premises and may not be removed by the client. Bowdoin Dining may dispose of or donate any leftover food items to local organizations at the end of an event.

Event Staffing

The catering manager will determine your staffing needs based on the size of your group, menu, style of service, and location logistics.
Events that require an attendant or wait staff are charged based on a three-hour minimum. Should the event be longer than three hours, additional time will be charged at $25 per hour per staff member.
When bartenders and waitstaff are required to staff an event, the charge will be $25 per hour per staff member.
Additional charges may be incurred if a cook or attendant is required to be present during the event.
Additional charges may be incurred if staff is scheduled beyond regular service hours, i.e. before 8:00 a.m., after 8:00 p.m., or weekends.

Delivery Information and Fees

Delivery fees will be charged to all locations except Thorne Hall and Moulton Union.

$150.00 (minimum): Catering events at Coastal Studies Center
$125.00: Full Service Events (Locations with access issues or without elevator access. The following locations may be charged additional fees: Hubbard 2FL, Museum of Art, Druckenmiller Atrium, Studzinski, Cram Alumni House)
$125.00: Full Service Events (Other campus locations except Moulton Union and Thorne Hall)
$50.00: Cookout set up
$40.00: Breaks, Refreshments or Bar Service, and Basic Meal Service (Locations with access issues or without elevator access, see above)
$30.00: Breaks, Refreshments, and Basic Meal Service (Other campus locations except Moulton Union or Thorne Hall)
Other fees will be calculated based on distance and the complexity of the event.
Dining Service cannot deliver food and beverages to Massachusetts Hall 3 FL, VAC 2 & 3 floor.
China service in locations other than Moulton Union and Thorne Hall will be charged at $3.00 per person.
Additional table linens will be charged at $8.00 per tablecloth and skirting by the panel. Each 13' panel is $20.00, and each 17" panel is $25.00.

Alcohol Service

The Maine Department of Public Safety Liquor Licensing and Inspection Unit regulates the sales and service of alcoholic beverages. As a licensee we are obligated and committed to complying with the State of Maine liquor laws.

In compliance with Maine State Law:

Our liquor license prohibits us from allowing you to bring your own alcoholic beverages on the premises.
Sale or consumption of alcohol by a minor (under 21 years), or to anyone without proper identification, or the service of alcohol to anyone who appears to be intoxicated, is prohibited.
Members of your group must consume all alcoholic beverages in the designated areas only and cannot carry their drinks outside of these boundaries.

To allow ample time for Dining Service to obtain the necessary permits from the town and state, arrangements for the service of alcoholic beverages must be made three weeks in advance of your event.

A permit fee of $30.00 will be charged on all events requiring alcohol.

You may choose from one of the following for your event:

Open/Host Bar: All charges for an open bar are to be paid for by the host in accordance with our current price list.
Cash Bar: All persons requesting alcoholic beverages will be charged on an individual basis in accordance with our current price list.

Bartenders are charged at $25.00/hr. with a three-hour minimum. Generally, one bartender per 50 guests is required for good service.

Minimum bar sales of $200.00 are required per event to cover the cost of transporting and bar set up.

Small snacks, such as pretzels, are required for each bar and will be served at no additional charge.

Set-ups for full bar service are $3.00 per person and include plastic service ware, ice, condiments, mixes, etc.