There are five steps to planning your Reunion meals:
- Consider your assigned meal locations
- Decide on the type of meal (buffet, served, stations)
- Determine max meal price points
- Select a caterer
- Finalize menu and alcohol options
You will also need to consider the following:
Dining Locations and Logistics
Any outdoor meals will be held under a tent for protection from rain or sun. Class Programs will arrange for all tents, choose the appropriate-size tent, and arrange for electricity and light installation.
In addition, university staff will arrange for tables and chairs for meal locations based on event headcount. We will work with caterers to determine service table needs and determine dining layout based on the size of the group and layout of the venue. If you wish to have specialty tables (e.g., cocktail tables), these are at cost to the class. Please notify your Reunion staff contact of your interest in specialty tables.
Emergency Weather Indoor Locations
In case of severe weather conditions such as lightning, high winds, smoke, or hail, any outdoor meals that are under tents will have an emergency indoor location assigned by our staff. Class Programs will determine the alternative indoor location based on capacity and proximity to your event.
Class Programs, in conjunction with Cornell Catering and university officials, will make all emergency weather-related decisions. Reunion chairs, caterers, and others impacted by the change in venue will be notified several hours in advance of the event start time.
Meal Considerations
Breakfasts
Continental or simple “drop and go” breakfasts are economical and flexible options should you want to offer a group-specific breakfast for your classmates. Cornell Catering will offer a continental-style breakfast option in designated Cornell dining locations available to all Reunion attendees. Pre-registration is required and will be available as part of class/group packages.
Lunches
We encourage all classes/groups to take advantage of CU for Lunch at the Statler Hotel. Planners should also consider leaving lunch open for attendees to explore campus and enjoy meals at favorite restaurants. Doing so helps lower registration costs, alleviates planning time on the part of Reunion volunteers, and provides flexibility for alumni.
Receptions and Dinners
Reunion planners should arrange for a simple dinner option, such as a casual welcome buffet in headquarters, on Thursday of Reunion. Our youngest groups tend to plan minimally for Thursday given trends in arrival times. Your Reunion staff contact will advise you on Friday and Saturday dinner options and venues.
Due to the growing size of Reunion classes and groups and emergency weather plan safety requirements, decisions about Friday and Saturday reception and dinner venues will be largely staff-driven.
Choosing Caterers
Caterer selection will depend heavily on venue and style of meal. Note that you must use Cornell Catering if your dining location is a Cornell Dining-run venue.
As soon as you’ve communicated with a caterer, please let your Reunion staff contact know. Class Programs maintains additional information about catering amenities and alumni volunteer client feedback. In an effort to reduce waste on campus, ask your caterer about sustainable options.
Alcohol at Meals
All alcohol served with meals must be purchased through the licensed caterer for your event. Headquarters beer and wine cannot be transported to another location. Clerks are not permitted to serve as headquarters bar attendants however, NYS TIPS trained clerks over the age of 21 may restock headquarters bar supplies.
Finalizing your Menu
Please be sure to consider alternatives for guests with dietary restrictions, which are captured during registration. Keep in mind you may have to revise your menu based on budgetary constraints. Be sure to confirm with your caterer that they can provide a Kosher option. Cornell Kosher dining services can supply these to your caterer if needed. Your Reunion staff contact can provide contact details.
Considerations when working with a caterer
Please be sure to consider alternatives for guests with dietary restrictions, which are captured during registration. Keep in mind you may have to revise your menu based on budgetary constraints. Be sure to confirm with your caterer that they can provide a Kosher option. Cornell Kosher dining services can supply these to your caterer if needed. Your Reunion staff contact can provide contact details.
When working with a caterer, you’ll need to consider the following:
- Understand the responsibilities of the caterer and Class Programs. A list of responsibilities can be found in Working With Your Caterer – Who Does What.)
- Budget carefully and be sure price per head is inclusive of all costs including food, beverages, service fees, and rentals.
- Provide the caterer with a realistic estimate of attendance. Your Reunion staff contact can provide estimated attendance figures.
- All Reunion caterers must sign a university catering contract. Your Reunion staff contact can supply this upon request. Contract details should be specific and inclusive of all arrangements and fees.
- Specify arrangements for all service ware, rentals, and décor.
- Account for special meal needs (i.e., kosher, vegetarian, gluten- free, vegan, or medical restrictions/allergies).
- Submit a final guarantee to the caterer.
- If a deposit is required by your caterer, obtain a separate invoice and submit to your Reunion staff contact. We strongly encourage Reunion planners to negotiate a minimal deposit fee or request that your caterer consider foregoing a deposit entirely.
- After Reunion, all caterers should send a finalized invoice for the balance due. You should review the invoice and when everything looks correct, send the invoice to your Reunion staff contact to submit for payment.