Catering Guidelines

Scheduling Your Event
We want every event to be a success, to this end we request you book your event at least three (3) working days in advance of meetings requiring beverage services, baked goods, sandwiches, wraps and reception items.  Breakfasts and luncheons are best ordered at least five (5) working days in advance of your event.  For larger events, the sooner you let us know, the sooner we can begin working on your event.  For catering information call 670-2221


Confirmation of final count
We expect a final confirmation of guest called in 72 business hours in advance of your event.  We will set the final number of placesettings and prepare enough food to serve the final number of expected guest.

Billing
Prior to your event you should receive via e-mail a final confirmation of your number of guest, a description and cost of services, the service fee and tax. Please review all the information including date, time, location, and a discription of your ordered.  Your billing will be based on this final confirmation with the exception of open ended billing items such as consumption of addtional beverages.
 
Functions requesting sales tax exemption must provide necessary form and ID number prior to the event.

Services may be paid by cash, check or credit card (Visa, MasterCard or Discover) or by providing your Washburn University departmental account. Events not charged to a University account require a 50% deposit at booking and a final payment at the time of your event.

Late Arrivals, Cancellations
In the event your group will be arriving later than scheduled, please notify the Catering Director as soon as possible. All cancellations of food service should be made no less than 24 hours prior to your event.

Meal Service
Chartwells in compliance with Kansas Health & safety rules and regulations requires that all food and beverage be purchased through Chartwells (with the exception of wedding cakes) and said items must be consumed in the scheduled event areas.  All remaining products are the property of Chartwells dining and may not be removed from the event area.  Buffet service is scheduled for ninety minutes with the maximum time being two hours of service. 

Service Fee
All catered events will incur a 18 % service fee.

This fee represents set up of your event, the service and/or delivery of your event including the cost of disposable packaging; the cost of basic linen needs; and the clean up of your event. 

Catering Wait Services 
Served meals and buffets are assigned wait staff to assure a smooth flow of service and attention to your guest needs.  We can arrange for additional wait staff billed at a rate of $12.00 per hour should you feel the need.  Bartenders are available for $25 per hour.

Linen Service
Basic linen service will be provided for all catering events. Any specialty linens or colors must be requested in advance. If additional linen is needed for registration or skirted display tables, additional fees will apply. Linen for events with a minimal food and beverage order maybe subject to additional linen charges. 

Disposable/China Service
China service is the standard for served meals in the Memorial Union and Bradbury Thompson Center. Disposable service is included at all other venues. China service is available outside the Memorial Union for an additional $4.00 per person.
Events scheduled in the Bradbury Thompson Center are charged a China Fee of $1.25 per person paid to Bradbury Thompson Center.

Off-Site Catering 
Our primary mission is to meet the dinning needs of the Washburn community, however we also provide catering off campus to both university and the community at large.  For more information call 670-2221.  


Alcohol Policy
Washburn Universitiesí alcoholic beverage policy applies to all campus functions. Please contact the Catering Office for the required application and more detailed information. The request for alcohol must be made 20 days prior to the event. This is to allow sufficient time to obtain the necessary approvals and permits from the Presidentís office and the Alcohol Beverage Control Division. 
Washburn University has an alcohol beverage policy that applies to all events held on campus. Chartwells wants our guest to have a pleasant and safe event. We require food purchases to be 130% of liquor purchases.

Fees apply to both Cash and Host bars.

  • For bar service there is a charge of $125.00.
  • This includes a bartender for a two hour minimum
  • Additional bartending charges will be assessed for additional hours over the minimum ($25 per hour)
  • Cash bars also require set up and bartender charges. The host is responsible for the difference in sales if cash bar does not exceed $275.00 in sales.
  • To order bar service please call the catering office 670-2221.

Chartwells reserves the right to cease service of liquor during an event.




Decorations/Floral arrangements
Catering Services is more than happy to work with you to help plan and decorate for your function and is committed to do whatever it takes to make your event absolutely perfect.

 

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