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Planning Your Special Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special event.

Arranging and Reserving a Date

Even if the date of the event is only tentative, please make arrangements with the catering department so that we can at least get you on our calendar. You may contact Rachael Iannoli at 207-326-2283, by email at conferences@mma.edu , through our website at http://conferences.mma.edu  or stop by our office located in the Alfond Student Center. Some arrangements can be made by phone or email, others require and appointment with the Catering Sales Coordinator. The office hours are Monday through Friday Time. Ex: 8:00 AM to 4:00 PM.

Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk through the process or you may go to our website address and On-line menus, accessible from your desktop, make ordering easier than ever. Our on-line catering programs allow guests to save and review order history, place recurring orders and favorites without re-keying and provides documentation for every step of the process.

Catering arrangements and menu selections should be confirmed within 7 days of your event. While we can sometimes accommodate your needs with less lead time, sufficient notice allows us to schedule production and staffing.

Reserving the Location

The event location needs to be reserved before we plan your event. The Conference Department can reserve rooms in Alfond Student Center as well as many other locations at Maine Maritime Academy. When reserving the location please allow three hours for setup and two hours for cleaning time. Requests for room setups, including tables and trash cans for the food, should be made at this time.

Changes/Guarantees/Cancellations

All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed seven business days prior to the event. Functions canceled with less than seven business days notice may incur a charge. We will prepare for the estimated number and charge accordingly should a final count not be confirmed.

Payments

All catered functions must be secured by payment before they occur. Cash, Departmental Accounts, Checks, Visa, MasterCard, are all valid payment methods. Non-Academy related groups are required to make a deposit of 25% two weeks prior to their event with the balance due 15 days from receiving invoce.
Non-Academy groups are subject to 18% gratuity and sales tax (5%) for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.

China Charges 

Our Catering Department offers high quality plastic products or an eco-friendly service-ware unless otherwise requested or noted. We also offer china service for any event at an additional charge.

Full Meal China and Silverware Service:
Coffee or Beverage China Service:
Full Bar Glass Service:
Reception China and Silverware Services:
$4.00
$2.50
$2.00
$3.00

The entire above are charged per person, guest.

 

Linen

As a standard, we provide tablecloths for all food and beverage tables. Linens for guest tables are included with full service plated of breakfast, lunch, dinner and buffets. Linens for guest tables at receptions, continental breakfast breaks, and boxed lunches can be provided at an additional charge. The same applies to registration tables, nametags, head tables and any additional tables that will not be directly used for food and beverage set up.

85” for round tables:
114” rectangle for 6’ and 8’ banquet tables:
Cloth and Skirt:
Drop Cloths:
Napkins:
$1.95 per table
$1.95 each
$16.75 amount per table
$1.25 amount per table
$.25 per napkin

Other linen colors, depending on availability, may be placed as special orders. Specialty linens are also available for your food and guest tables at an additional cost. Please set up an appointment to view the linens.

Attendants

To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. If additional time is needed, a fee of $15.00 per hour, per attendant.

Service Staff

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per person price. All waited meals servers are included. Served meals are priced on an individual basis. (Optional)

The charge for each staff member is:

Attendants:
Station Chefs:
$15 Price per hour (minimum 4 hours)
$18 Price per hour (minimum 4 hours)

 

Catering Equipment

As the host of the catering 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. For very large events, specialty equipment may need to be rented at an additional charge.

Floral Charges

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

Food Safety

Due to food safety liability, guests may not remove food from the function site.

All Day at MMA Alcohol Policy

All alcoholic beverages must be served by our personnel and consumed in designated areas.  Proof of age will be required. Sodexo reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service.

Alcohol Service/Policy

A full bar setup (if beer or wine is planned) at a dinner or reception is $75.00. All necessary bar items, except the alcohol, are provided with this charge, including nonalcoholic beverages, ice mixers, napkins and plastic cups. An additional charge for glasses will apply.

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