Signin
(0) Item(s): $0.00

Planning Your Special Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special function.

Arranging and Reserving a Date

Even if the date or guest count of your event is only tentative, please notify our catering sales office of your event so that we can make preliminary plans to ensure a memorable occasion. Our catering specialists are here to assist you in person with your event details or you may order by phone at Area Code and (740) 351-3433 or through email at catering@Shawnee.edu. Our Catering Sales office is located in the University Center, at Shawnee State University

Reserving a Location

If your event is to take place on campus, you need to have a confirmed reservation for the location before we will be able to make deliveries.

Booking/Planning an Event

Contact the catering at least two weeks before the event at (740) 351-3433 or through our on-line ordering at Shawnee.edu/Dining Services/Catering, or stop by our office located in the University Center, Bears’ Den Cafeteria. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Sales coordinator/Event Planner. This is the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions and to determine which of our services best fit your needs.

Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk through the process or you may go to our website address and On-line menus, accessible from your desktop, make ordering easier than ever. Our on-line catering programs allow guests to save and review order history, place recurring orders and favorites without re-keying and provides documentation for every step of the process.

The office hours are Monday through Friday, 8:00 AM until 5:00 PM. We are closed on some holidays.

Event Confirmation and Guarantees

After we have finalized all the details for your special event, you will receive a confirmation sheet to be signed and sent back to us. We ask that you ensure that we have this signed guarantee number 3 business days before your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.

Payment 

All catered functions must be secured by payment before they occur. Visa, MasterCard, American Express, Cash, Check, Purchase Orders, Departmental Accounts, Foundation Account numbers are all valid payment methods. Non-University, Non- College, Venue, Non-School related groups are required to make a deposit of 75% two weeks prior to the event with the balance due on the day of the event. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their date.

Non-University groups are subject to 18% gratuity and sales tax 7% for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.

Changing/Cancelling an Event

All cancellations and final changes must take place at least 7 business days before your function. If you do not contact us with a final count within 7 business days allowed, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed.

Delivery Fees

There is no delivery fee for catering services held at Shawnee State University.

Attendants

To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. If additional time is needed, a fee of $15.00 per hour, per attendant, will apply. To ensure that your event is a success attendants may be required. When attendants are needed, services are at an additional charge of $15.00 per hour, per server, with a minimum of four hours.

Service Staff

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per person price. All waited meals servers are included. Served meals are priced on an individual basis. (Optional)

The charge for each staff member is:

Attendants/Waitstaff
Station Chefs
Bartenders
$15.00 per hour (minimum 4 hours)
$18.00 per hour (minimum 4 hours)
$18.00 per hour (minimum 4 hours)

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. For very large events, specialty equipment may need to be rented at an additional charge.

China Charges

Our Catering Department provides high quality plastic products or an eco-friendly service-ware unless otherwise requested or noted. We offer china service for any event at an additional charge.

Full Meal Service and Silverware
Coffee or Beverage China Service
Full Bar Glass Service
Reception China and Silverware
$2.29 per guest
$1.99 per guest
$1.99 per guest
$1.99 per guest

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests an additional fee will be determined in accordance with your specific needs.

Linens and Skirting

We will provide linens for buffet tables at no charge. If you would like linen to be placed on guests tables for receptions, breaks, meeting tables and boxed lunches, there will be a $5.59 for each tablecloth. Registration tables, name tag, head tables, and any additional table that will not be directly used for setup is $5.59 per tablecloth . Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Flavours, Sodexo Catering Services that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

Alcohol Policy

All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. Flavours, Sodexo Catering Services reserves the right to refuse service of alcoholic beverages to any person. Appriate personnel have completed the Serve Safe Training Program for Service.

Alcohol Service/Policy

A full bar setup (if liquor is planned) at a dinner or reception is $1.79 per person. All necessary bar items, except the alcohol, are provided with this charge, including nonalcoholic beverages, ice mixers, napkins and plastic cups. An additional charge for glasses will apply.

We recommend at least one bartender for every 75-100 guests for Beer and Wine service. The charge for a bartender is $18.00 an hour.

Confirm
No
Yes