Dining Procedures

1. The Caterer (C) and the Dining Secretary (DS) of each Order will communicate directly with each other on all matters pertaining to the meeting concerned, unless qualified below.
2. At least 14 days in advance the DS will email the menu choice, from the agreed standard menu, to the C for the specified meeting.
3. At least 6 days in advance of the meeting the DS will email the C with a provisional number of diners and any known food alternative choices, stating, for example, "24 diners including 3 fish and 5 cheese", as appropriate.
4. Food alternative choices relate to an unspecified fish instead of the selected menu main course and/or cheese in lieu of pudding.
5. The items described in 4. above are the only alternatives offered to diners. We do not offer "vegetarian" per se, nor "free from". In the event of a genuine allergy the DS will advise the C appropriately and the C will provide something suitable.
6. At least 4 days prior to the meeting the DS will email the C details of the final number of diners and alternative food choices and will copy the Masonic Centre Management Committee (MCMC) Treasurer simultaneously. The DS should otherwise not communicate with the Treasurer on any connected matter prior to a Festive Board and only subsequently for anything directly relating to important financial information.
7. Regardless of any "no shows" the final number declared is a commitment from the Lodge/Order concerned to pay for that number of meals. There can be no deviation from this unless specifically agreed in writing between the C and the DS and any such change should again be immediately copied to the Treasurer as above. Such late notification and agreement should be avoided unless critical and the DS is expected to educate the members of his Lodge/Order with the necessity of prior advice to book dining and any alternative choices (as above) in accordance with the time scales already stated.
8. The C is not expected to offer any other alternative food choices from the agreed menu. From time to time a DS may request something off menu or an entirely different special menu and in both cases such requests should firstly be directed to the MCMC Catering Manager, Colin Westcott, or the Assistant Catering Manager, Kevin Fearn, who will communicate with the C for a special quotation if relevant.
9. The DS will provide, by email, the C with a table plan at least 48 hours prior to the meeting depicting each diner's name and seating position and duly annotated with details of any pre-ordered alternative food choices.
10. A copy of the table plan in item 9. above should be placed on the top table and each sprig by the DS prior to the Festive Board, to provide a reminder and undisputed record of who is sitting where and what alternative food choices, if any, have been pre-ordered. (This is also of assistance to visitors and members for identification purposes and in particular for the same reason by dignitaries). If anybody changes seat it is the DS responsibility to advise the C immediately.
11. MCMC will provide the C with all cutlery, crockery and place mats. In addition, MCMC will pay for (or provide if necessary) all accoutrements which fundamentally are not on the menu and comprise such things as dishwasher detergent, bin bags, napkins, sponges, scourers, tea towels, foil, sheet tablecloths, inter alia.
12. The C is expected to provide relevant sauces for the selected menu, such as horseradish, mustard, tartar, apple, cranberry etc. together with salt and pepper. Bread rolls, garnish, coffee, milk and sugar together with mints all as per menu should also be supplied.
13. Most dining will commence at around 2000 and the C should enter the premises by the side entrance door around 1915, or as earlier as required, set up and prepare and lay the tables (which will have already been positioned well in advance), with banquet roll or tablecloths, place mats, cutlery, water jugs and glasses. If preferred, the C may also lay coffee cups and saucers at this time as opposed to after the main course. All other drinks and glasses will be brought to and removed from the tables at the end of dining by each individual diner as required.
14. At the termination of dining the C is expected to wash all cutlery and crockery and replace it in the storage cupboards/drawers and clean the Kitchen and prep room as appropriate. The tables in the dining room should be cleaned as necessary, but all other cleaning (chairs, the floor etc) is carried out the next day by the Centre cleaner.
15. Any bin rubbish must be taken outside after dining to the bin storage area and if the C remains on premises after all Masonic members have departed, then the C must lock the Centre with the key that is provided.
16. The C will email an invoice to the MCMC Treasurer, and he will settle this promptly at the previously agreed number of final diners in accordance with the Catering charges listing.

Minimum Dining Number — 14

MCMC to Orders — £ 28.50

Low Number Dining Scale - 13 to 10

• 13 — £ 30.00
• 12 — £ 31.00
• 11 — £ 32.50
• 10 — £ 34.50