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Book catering for an event or meeting

This task explains how to book catering for your event through the UCL Sodexo hospitality site. You can order hot and cold food and drink from their menus. There are also dairy and gluten free options. Sodexo does not serve the IOE. 

Before you start

You’ll need to give: 

  • 7 working days’ notice for formal dining, conferences and bespoke events. 
  • 3 working days’ notice for simple food orders (sandwiches, fork buffets and canapé receptions) 
  • 24hrs (Monday to Friday) for all hot and cold beverage orders. 

The hospitality team may be able to accommodate last minute requests, but not all menus will be available at short notice. Contact the team for more advice: 0207 679 2153  

To order catering, you'll need: 

  • approval from your budget holder
  • a valid PTAE code (your budget holder will be able to give you the code)
  • the name of your event
  • the times you want catering delivered and picked up (catering start time and end times) 
  • the building and room you need catering for

Be aware: 

  • You must have read the Terms and Conditions
  • Prices exclude VAT. 
  • Hot food is only available for selected locations. 
  • Sodexo does not arrange tables – contact the Room Bookings team if you need tables arranging. 

Contact the hospitality team on 0207 679 2153 if you have queries related to: 

  • Allergens 
  • Bespoke hospitality 
1. Log into the UCL Hospitality site

Follow the instructions below to log into the site. If you’ve never used the site before, you’ll need to register.  

2. Select the correct menu for your order

Different locations have different menus to choose from. You'll need to pick the right menu for your location.

3. Add your event details

Click ‘Place order’ and fill in all your event details. 

4. Add food and drinks to you order

Choose the items and quantities you want to add to your order. 

5. Add the Project, Task, Award and Expenditure (PTAE) code

The system will prompt you add the PTAE code. If you do not know the code, you can ask your budget holder. 

6. Finalise your order

You’ll need to finalise your order.