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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 540.665.4723 or through email at dining@su.edu .

Our Catering Sales office is located in the Brandt Student Center at Shenandoah University.

Reserving a Location

Whether the event is to take place on or off campus, you need to have a confirmed reservation for the location before we will be able to make deliveries. Tables, chairs, and other equipment will need to be arranged by you through the Physical Plant Office at 540.665.4527. To reserve a room for an event please contact Auxiliary Services at 540.665.5480.

Booking and Planning an Event

Contact the catering department at least ten days before the event at 540.665.4723, by emailing us at dining@su.edu , or through our on-line ordering at suflavours.catertrax.com. You may also stop by our office located at the Brandt Student Center at Shenandoah University. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Catering Director. 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, Time. 8:30 AM to 4:30 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 contract to be signed with your budget officer signature and budget code to be sent back to us. We ask that you ensure that we have this signed guarantee 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. On Campus Contracts can be paid with valid budget code and signature. Off-Campus Contracts can be paid using Visa, MasterCard, American Express, and Checks. Non-University, Non-College, Non-School related groups are required to make a Non-Refundable deposit of 75% two months prior to the event with the balance due two days prior to 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 20% administrative charge and 11.3% sales tax for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.

Changing and Cancelling an Event

All cancellations and guest increases or final planning changes must take place at least 5 business days before your function. If you do not contact us with a final count within 5 business days, 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 within the main campus of Shenandoah University. A $50.00 delivery charge will apply for the Winchester Area. Delivery Charge to be subject to change depending on mileage and complexity of the event.


$1,000 minimum event order for events 30 miles or more from Winchester, such as Harrisonburg, Luray, Fairfax, Alexandria, Leesburg.   

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.

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 is included with the per person price. All service staff are included.

The charge for each staff member is:

Attendants
$15.00 per hour (minimum of 4 hours)

Bartenders
$30.00 per hour (minimum of 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 eco-friendly serviceware unless otherwise requested or noted. We offer china service for any event at an additional charge. For larger events, rental charges may be applied.

Full Meal Service, China & Flatware
$3.00 per person

Beverage China Service
$3.00 per person

Full Bar Glass Service
$2.00 per person

Reception China and Silverware
$2.00 per person

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 $4.00 fee for each tablecloth. Registration tables, name tag, head tables, and any additional table that will not be directly used for setup is $8.00 per tablecloth. Specialty linens and skirting are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Sodexo 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. Sodexo reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serv Safe Training Program for Service.

Alcohol Service

A full bar setup (if liquor is planned) at a dinner or reception is $4.00 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 $30.00 per hour for a 3 hour minimum.

 
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