We've served the Lisbon academic community for 20 years. We know the corridors of the Faculty of Arts, the lecture halls of ISCTE, the Aula Magna at the Rectorate, the defence rooms of ISEG. Every academic event has its own codes — and catering must respect them.
This guide is for department coordinators, research-unit secretariats, and PhD candidates organising their own defences.
Master's defence: the classic port wine reception
After a master's thesis defence, it is tradition to offer a 'porto de honra' to the jury, family and colleagues. Usually a short event (45–60 min), standing, in a space close to the defence room.
Typical menu: white and red Port wine, vinho verde, water, juices, regional cheeses, presunto, broa bread, nuts, mini-pastries (croquetes, rissóis), and conventual sweets. For 30–50 guests, budget €12–15 per person.
PhD viva: a touch more formal
The PhD viva is the most important academic event in a researcher's life. It often has an international jury, guests travelling from afar, and justifies a more refined catering.
We recommend an enhanced port wine reception: on top of the classic menu, add warm canapés, sparkling wine for the toast, and a small table of traditional Portuguese sweets (queijada, travesseiro, ovos moles). Duration: 60–90 min. Budget: €15–22 per person for 50–80 guests.
Important detail: defences can run long. Confirm end time with the jury president and have catering ready 15 min after — nothing worse than ready food while the defence is still going.
Conferences and symposia: a logistics marathon
A 1- or 2-day symposium with 100–300 participants is a planning exercise. Typically involves:
- Welcome coffee at registration (8:30–9:00).
- Mid-morning coffee break (~11:00).
- Lunch (buffet or lunch box, depending on venue).
- Mid-afternoon coffee break (~16:00).
- Closing cocktail reception (optional, last day).
Total budget runs €35–50 per person for a full day. For international conferences, the closing reception is important for networking and justifies the extra spend.
The Portuguese port wine reception tradition
For international colleagues asking 'why Port wine?' — the answer is centuries old. Port was offered at solemn occasions since the 18th century and became the official wine of Portuguese academic celebrations. Refusing Port at a defence is like refusing champagne at a French wedding: technically possible, socially odd.
We always serve Port wines from established producers, offering white (lighter, refreshing, ideal at the start) and tawny red (sweeter, to pair with the desserts).
At a successful PhD viva, catering is the 'breathing moment' between the tension of the examination and the relief of congratulations. It has to be up to the occasion.
Specific logistics for academic venues
Lisbon university buildings have peculiarities we've learned to respect:
- Restricted vehicle access — unloading in specific windows, usually 7:00–9:00.
- Multi-purpose rooms without kitchens — we always bring our own equipment.
- Mandatory cleaning — we leave the venue as we found it, usually within 30 min.
- Coordination with porters and security — always confirmed 24h in advance.
- Friday afternoon events — risk of clashing with lectures, we plan with margin.
Real case: FCUL symposium with 200 participants
We regularly serve department symposia at the Faculty of Sciences of the University of Lisbon. Typical format: welcome coffee in the foyer, coffee breaks in the corridor between lecture halls, buffet lunch in the common area, and closing reception. On-site team of 6, set-up from 7:00, breakdown after 18:00. All coordinated with the department secretariat.
Academic venues where we've operated
- University of Lisbon: Faculties of Arts, Sciences, Law, Fine Arts, ISEG, Rectorate/Aula Magna.
- ISCTE-IUL.
- NOVA University Lisbon.
- Catholic University of Portugal.
- Independent research centres (ICS, IST, etc.).
Next step
Organising a defence, symposium or conference? Tell us the date, venue, estimated guest count and event type. We'll suggest the most suitable format and send a personalised quote within 24 hours.
