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 859-238-5369 number or through firstname.lastname@example.org.
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.
Booking/Planning an Event
Contact the catering at least Number of days ten days before the event at 859-238-5369, by e-mailing us at email@example.com, or through our on-line ordering at www.centrecatering.catertrax.com. Some arrangements can be made by phone, e-mail or on-line, others may require an appointment with our catering manager. This will be 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 you through the process, or you may go to our web site address and On-line menus. It is accessible from your desktop and will 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. Ex: 9:00 AM
to 4:00 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 / function sheet to be signed and sent back to us. We ask that you ensure 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.
All catered functions must be secured by payment before they occur. Type of payment include Visa, Master Card, American Express, Cash, Check, Purchase Orders, Departmental Accounts and Foundation Account Numbers and are all valid payment methods. Non-University, Non-College, Venue and 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 sales tax (6%) 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 3 (three) business days before your function. If you do not contact us with a final count within the number of day’s (3) 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.
There is no delivery fee for catering services held on the Centre College campus. Deliveries off campus will be subject to a $30.00 delivery fee.
Continental breakfasts, breaks and receptions are priced for self-service. All waited meals servers are included. The charge for each optional staff member is as follows:
Carving, Cake Cutter, or Bartender, Display Cooking - $40 per hour.
Normally functions last up to 2 to 2 ½ hours. Events lasting longer than 2½ hours will be charged an additional $50.00 per half hour past their agreed upon stop time.
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 a replacement cost. For very large events, specialty equipment may need to be rented at an additional charge.
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 $2.25 amount per guest
Full Bar Glass Service $2.00 amount per guest
Reception China and Silverware $1.75 amount per guest
Linens and Skirting
We will provide linens and skirting for food and beverage 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 price fee for each white tablecloth and $6.50 for black linens. Other tables may be skirted at $20.00 price per skirt. Specialty linens are available upon request for an additional charge.
Food Removal Policy
Due to health regulations, it is the policy of Flavours, Centre College Catering that excess food items from events cannot be removed from the event site. Items purchased for pickup should be properly stored prior to the event and removed and disposed of by the host of the event.