Event Planning Forms & Resources

• Offer vegetarian and vegan options
• Right-size ordering
  • RSVPs
  • “Food for first__”
  • Estimate from past events
  • Consult the Smith Catering team for recommendations
• Request reduced packaging
  • When ordering from outside caterers, request that they leave out plastic silverware, paper napkins and condiment packets
  • When ordering from Smith Catering, request bulk dressing, condiments and beverages in the Special Instructions field in CaterTrax
• Avoid plastic single-use water bottles; opt for bulk beverages when feasible

• Use reusable china or compostable serviceware
  • For Smith Catering, compostable serviceware is the default, or you can request china for a slight upcharge
  • Departments with their own kitchen and dishwasher might consider investing in their own set of plates, silverware, etc.
• Request linens from Catering (or use compostable paper napkins)
  • Smith Catering provides linens for all events catered by them; for events with outside caterers, you can order linens ahead of time in CaterTrax under Other Services. Clean linens are picked up from Catering, and dirty linens are returned to Catering to be washed by their laundry contractor.
• For decor, think reusable and recyclable!
  • Examples: paper decor, items that have been crafted or thrifted, flowers and other natural materials
• Minimize printed materials (especially agendas for meetings)

Follow the Swag Hierarchy! From most preferable to least preferable:

• Offer experiences instead
• Consider options that upcycle or reuse existing materials (e.g., decorating water bottles or screen-printing items that students already own)
• If you’re going to buy new, aim for products that are both useful and ethically sourced, or at least useful OR ethical. Avoid entirely useless items from questionable retailers.

• Have bins only for what you need
  • Compost bins can be requested in 25Live in compost- friendly locations; look under the Compost Friendly category in Locations Search
  • Provide guidance on sorting; waste signage can be requested through CEEDS or in 25Live
• Save, recycle, or return containers and decor
• Share leftovers
  • For small amounts, keep extra to-go containers on hand (or request them in the Special Instructions field in CaterTrax) to share with friends and colleagues
  • For larger amounts (5 or more full servings), reach out to Food Rescue Network (FRN) at foodrescue@smith.edu, a student- run org that picks up leftovers and delivers them to Manna Kitchen. Be sure to mark containers with any common allergens and alert FRN before the event that there will likely be leftovers (This can be done in 25Live under Custom Event Attributes, if you have selected an Event Type that indicates food will be served and your headcount is over 50).