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Additional Resources
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Policies
From your account you can start a new order, manage existing orders or update your account information.
Additional Resources
How to Order Online
Policies
Thank you for choosing Carved + Crafted by Chartwells for your special event!
We are committed to making your experience truly exceptional, with outstanding quality, impeccable service, and innovative culinary creations. From planning to execution, our team is here to ensure a seamless and memorable event.
Our catering administrator is available Monday through Friday from 9:00 AM to 5:00 PM to assist you with personalized service and customized menu options. Feel free to reach out at (785) 670-2221—we’re happy to help!
Before your event, we encourage you to review our catering policies. Afterward, you may receive a brief survey—we greatly appreciate your feedback as we continually strive to exceed expectations.
We look forward to serving you and making your event truly special!
To streamline the process, we kindly request payment information be provided at the time of booking. Services must be paid by providing your Washburn University departmental account or a credit/debit card. While cashier's checks and cash payments are accepted we do require that a card be held on file. Card payments are subject to a 3.5% card processing fee. For all events that are not being charged to a Washburn University departmental account, a 50% deposit is required upon booking, with the remaining balance to be paid in full within three (3) full business days prior to the event date. *We do not accept business or personal checks.
All Non-Washburn organizations that are tax-exempt must submit a valid State of Kansas tax-exempt certificate to our office at least seven business days before your event to ensure timely processing.
Event space should be confirmed with University Scheduling before booking catering, please contact University Scheduling at either - university.scheduling@washburn.edu or (785) 670-1725. We kindly ask that you book your event at least seven (7) full business days in advance. We understand that plans can change unexpectedly, and we'll do our best to accommodate last-minute requests. However, orders placed within three (3) full business days of the event will incur a 20% late fee. Please confirm your space, guest counts, and event details with both University Scheduling and Chartwells Catering.
Your confirmed guest count is essential to ensuring exceptional service. To provide a seamless experience for all attendees, please submit your final guest count no later than three (3) full business days prior to the event, not including the event day itself. If you have selected a plated meal with individual guest selections, a seating chart and menu cards indicating each guest's entrée choice will also be required.
Please note that any changes or additions made within the three (3) full business day window - again, excluding the event day - will incur a 20% late fee.
Order Deadlines: For Monday events → Deadline is the Tuesday of the previous week, For Tuesday events → Deadline is the Wednesday of the previous week, For Wednesday events → Deadline is the Thursday of the previous week, For Thursday events → Deadline is the Friday of the previous week, For Friday, Saturday, and Sunday events → Deadline is the Monday of the same week
Your guests' dietary preferences are important to us. Please inform us of any special dietary requirements as soon as possible, and no later than three (3) full business days prior to your event. Our culinary team will work diligently to accommodate these needs.
For those who require it, additional nutritional information is available upon request.
Our structure is based on four-hour increments, allowing ample time for setup, service, and cleanup. Events exceeding this time frame may be subject to additional service fees. We allocate a 90-minute service time for meals and receptions. Should your event require more time, please consult with our catering team for further assistance.
For your convenience, disposable fiber-ware is provided with all orders to accommodate the guaranteed guest count. China service is the standard for served meals in the Memorial Union. Should you desire china and glassware, these are available for an additional fee of $4.00 per person. Events held within the Bradbury Thompson Alumni Center will receive a discounted fee of $1.25 per person if china is requested. We also offer High-End Plastic for an additional cost.
For all food and beverage service tables at your event, we provide black spandex linens. Additional linens for non-food tables are available for an extra fee. White tablecloths are provided as the standard option for banquet tables. If you're interested in specialty linens, these can be arranged at market price. For events with minimal food and beverage orders, additional linen fees may apply. A minimum spend of $9.00 per guest is required to avoid these charges.
While we hope that cancellations won't be necessary, we understand that circumstances may arise. We kindly ask for at least five (5) full business days' notice for cancellations to avoid any charges. In the event of unforeseen cancellations, within three (3) full business days, billing will occur for 100% of the event unless the booking can be rescheduled within 48 hours. If you choose to cancel due to inclement weather, you must notify the catering department 48 hours prior to avoid a 50% cancellation charge. If the University closes the school due to inclement weather all catering scheduled will automatically be canceled.
Wait staff will be provided as deemed appropriate to ensure seamless service and attention to guest needs, based on the scope and style of your event. Additional wait staff may be arranged upon request at a rate of $30.00 per hour, with a three-hour minimum.
Our primary mission is to meet the dining needs of the Washburn community; however we also provide catering off campus to the community at large. For more information please call (785) 670-2221.
For a truly customized experience, such as custom menus and themes, we kindly request a 14-day notice to allow for thoughtful menu planning and sourcing of the freshest ingredients.
Chartwells, in compliance with Kansas Health & Safety regulations, requires that all food and beverages be purchased exclusively through Chartwells, with the sole exception of outside cakes, which will incur a service fee. All remaining food and beverage items remain the property of Chartwells Dining and may not be removed from the event area. Buffet service is scheduled for 90 minutes, with a maximum service time of two hours. For reasons of public safety and institutional liability, external vendors and donated food/beverage items are not permitted, with the exception of food trucks that are listed on the "Approved Food Truck Vendor List".
Any remaining perishable food and/or beverage from a buffet, plated meal, or packaged menu is the property of Chartwells Catering and cannot be packed to go. All leftover food and beverage will be removed by catering staff at the appropriate time. A la Carte non-perishable items may be kept after the end of an event if arrangements are made with your event planner prior to the event. Chartwells Catering does not provide any type of to-go containers and clients are not permitted to remove catering equipment from any event. Missing equipment will be billed to the client.
Washburn University's 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 President's 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 at a rate of $30 per hour (billed in hour increments). Cash and Hosted bars require set up and bartender charges. The host will be responsible for the difference in sales if the bar does not exceed $275.00 in sales.
