Terms & Conditions
Ordering from ‘Delivered by Food Fellows'
At ‘Delivered by Food Fellows’, we believe that where possible the best way to delicious, tasty food is by using locally sourced ingredients from trusted suppliers and producers. Whether it is a small informal buffet, a working lunch or some sweet treats with coffee and tea, our ‘Delivered by Food Fellows’ menu offers a range of choices, whatever your event. This menu is only available to order by university departments.
Standard operating hours
Our standard operating hours during term time are Monday to Friday (excluding Bank Holidays) 8.00am - 4.45pm, and during these times the minimum order value is £40. Our standard operating hours over weekends, during term time, are 8am-4.45pm, and the minimum order value is £150. All bookings should be placed via our
online booking website.
Expense Policy
Before placing an order, please ensure that you have the budget holder’s permission and have read the University’s Expenses Policy:
Booking review and amendments
Once your order has been placed online, you are able to log back in and view/amend/cancel your order as required, up until four clear working days prior to the delivery date. After that point, you are not able to amend or cancel your order, and you will be charged for it as placed.
Payment
Payment will be made via monthly journal by supplying the full cost centre details at the time of booking.
Booking timelines
All weekday orders need to be confirmed 4 working days prior to delivery.
Refreshments and Sweet treats can be ordered with 48 hours' notice (Mon – Fri only)
All weekend orders need to be confirmed 15 days prior to delivery.
Cancellation charges
We understand that sometimes you may need to cancel an event or reduce numbers. The following is a guide to cancellation charges:
- Outside of the 4 working days window, no charge will be incurred for weekday bookings (15 days for weekend bookings)
- Within the 4 working days window, the order will be charged in full for weekday bookings (15 days for weekend bookings)
Delivery
We will make every effort to deliver your order on time. If for any reason this is not possible, we will keep you fully informed of any delays. To allow us to do so, we would request that a contact name and number is made available at the time of placing your order.
We recommend you select a delivery slot at least 15 minutes before the order is 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 your responsibility to ensure suitable tables are available, and please ensure that the room/venue is accessible for the delivery staff. If the room is locked, or catering is to be delivered outside a room, please ensure that a table or trolley is available for the delivery to be placed upon.
Food Fellows cannot accept any responsibility for any shortages or errors if the booking is received, at the time of delivery, by anybody other than the organiser or a nominated representative. We aim to deliver your order no more than 30 minutes before it is required.
Food Fellows will ensure that the correct allergen information is provided for all products listed. It is the booker’s responsibility to ensure that the correct products are ordered to meet specific allergen requirements.
Under the Food Safety Act 2008 It is the customer’s responsibility to ask about allergen information, once products have been purchased it is no longer the responsibility of Food Fellows.
Room Clearance
It is the bookers responsibility to ensure that the room is cleared at the end of the event and that all rubbish is removed to the bin areas.
Collection times
At Food Fellows, we care about the environment and know you do too. That is why we no longer provide tablecloths and kindly ask that you recycle any items that arrive in cardboard packaging when clearing your room. Please also dispose of any waste in the bin bags provided.
We will collect any equipment which came with your order on the same day as delivery, or the following day. Food Fellows operating hours are between 8.00am and 4.45pm.
If our delivery team must clear a room on collection due to the customer’s failure to clear up, a charge of £20 will be made with payment coming from the same cost centre whose details you supplied when placing your booking.
Sale or return
We are unable to offer goods on a sale or return basis.
Fresh food items need to be disposed of at the end of the event to comply with Food Safety Regulations. Food taken away from the event will not be the responsibility of Food Fellows. Any concern or queries regarding Food Safety please contact
foodfellowshospitality@contacts.bham.ac.uk.
Allergens and specific dietary requirements
Please be aware that our food is prepared in kitchens that contain gluten, nuts, and other allergens. We cannot completely guarantee that there is no risk of cross contamination. It is your responsibility to inform Food Fellows of any specific dietary requirements in advance of the event. All our food is labelled with allergen information. If you require any further details, please contact a member of the team by email at
foodfellowshospitality@contacts.bham.ac.uk.
Changes to orders due to supply issues
Unfortunately, due to increased pressure on our suppliers there may be times when products are unavailable, if this happens Food Fellows will contact you with as much notice as possible and advise of any substitutions
Equipment
All equipment remains the property of University of Birmingham – Food Fellows. A replacement charge will be incurred if items are not available on collection
Complaints
We will always endeavour to deliver your order on time and to a high quality. If for any reason you do not receive your order or you have a complaint relating to your order, we would ask that you contact us within 24 hours of your booking, to allow us to investigate and respond to you in a timely manner. You can contact us at foodfellowshospitality@contacts.bham.ac.uk or call us at 0121 414 2710.
Feedback
We would love to hear about your experience please complete your survey that will be emailed to you to allow us to continuously improve our service to you.
Thank you for booking with us.