Policies

THE FACTS OF CATERING

ARRANGING AND RESERVING A DATE

Please plan and confirm food and beverage arrangements at least two weeks prior to the desired event date. Any event booked within 3 business days of the event will be subject to an additional $25.00 fee. All cancellations must be made 3 business days prior to the event date. If it is necessary to cancel, 50% of the latest guaranteed contract will become the responsibility of the client. In some cases where there are extenuating circumstances, groups may be able to deal directly with the Catering Department. After finalizing the details of the event, the contact person for those events will receive an event confirmation sheet. Please review, sign, and return the confirmation sheet to the Catering Department at least one week prior to the event date. For events over 100, the confirmations should be returned at least two weeks prior to the event date. Advance notice is crucial to the success of the event.

GUARANTEES

To ensure precise production, a final guarantee for the number of guests to be served is required 72 hours prior to the event date. Your guaranteed number of guests represents the minimum billing. Should the number of guests in attendance exceed the number guaranteed, it will reflect in the final bill.

BILLING PROCEDURES

For all University departments, a departmental index number and signed event sheet is due one week prior to execution of the event.  Each event contact will be invoiced via e-mail and will have 5 days to review and contact Chartwells with any discrepancies. If Chartwells is not contacted within the allotted time frame, a complete record of the event will be sent directly to accounts payable for payment. If your event will be paid through personal or private funds, please be prepared to pay the balance 72 hours prior to the event date. Checks can be made payable to Chartwells Dining Services. Master Card and Visa are also accepted.

FLOWERS, LINEN, AND CHINA

We will be glad to order special floral arrangements or decorative requests for an additional fee. Linens for any tables are available for an additional charge and requests must be made in advance.

The charges are as follows:

  85” Square Tablecloth $6 each

  Banquet Tablecloth 90”x114” $6 each

  Linen Napkin $1.99 each

SERVICE OPTIONS

  For every 25 guests, add 1 server.

  Labor is charged at $25 per hour, per server (4 hour minimum) on-campus.

  Labor is charged at $25 per hour, per server (4 hour minimum) off-campus.

  Bartending services are charged at $35, per bartender (4 hour minimum).

DELIVERY FEE

For all events on campus over $50, there is no delivery fee.  For events on campus less than $50, there is a $10 delivery fee.  For deliveries off campus, catering services will quote a delivery fee based on the specifics of the event and location. Pick-up is available at no additional charge between 8am - 6pm, Mon. - Fri. It is the guests’ responsibility to ensure facilities and rooms are unlocked for set-up, delivery, and/or clean-up services. Should a room be unavailable when catering services arrive, a return trip will result in an additional $25 charge on your bill. Please ensure you room is reserved through the EMS system to ensure that your event is scheduled.

Pricing

Prices are subject to change based on meeting guest minimums and product availability.  Please note, pricing is updated annually.  Should there be a pricing change to an event booked in advance, we will contact you.