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Planning Your Special Event with Flavours by Sodexo

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 events is only tentative, please notify your 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 via e-mail at catering@lewisu.edu. Our Catering Sales office is located in Charlie’s Place.

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 room set-up for space located in the Arts and Sciences’ building can be arranged directly with the Catering Office. Other equipment will need to be arranged by you through the Meetings, Events, and Conferences office at (815)836-5225 or to reserve a room for an event also contact the Meetings, Events and Conferences office.

Booking / Planning an Event

Contact the catering office at least ten (10) days before the events by emailing us at catering@lewisu.edu or stop by our office located in Charlie’s Place. Some arrangements can be made by e-mail, others may require an appointment with our Event Planner. 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. The office hours are Monday through Friday, 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 confirmation to be signed and sent back to us. We ask that you ensure we have this signed guarantee number 3 days before your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room set-up.

Payment

All catered functions must be secured by payment before they occur. Type of payment include Visa, MasterCard, American Express, Discover, Cash, Check, Purchase Orders and Departmental Account Numbers are all valid payment methods.

Non-University and Non-School related groups are required to make a deposit of $500.00 at time of booking with a payment equal to 75% of the anticipated total 2 weeks prior to the day of the event. The remaining balance is due 2 days prior to 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% service fee and sales tax (8.5%) 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 3 business days before your function. If you do not contact us with a final count within the 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.

Delivery Fees

There is no delivery fee for catering services held within Lewis University. Deliveries outside of the university will be subject to a dollar amount or 10% delivery fee, whichever is greater, and will not to exceed $150.00

Service Staff

To ensure that your event is a success, our catering staff will be provided for all served meals and some buffets. If additional time is needed, a fee of $16.00 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 $16.00 per hour, per server, with a minimum of 4 hours. Continental breakfasts, breaks and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 50 guests and are included with the per guest price. All waited meals, servers are included. Served meals are priced on an individual basis (Optional)

The charge for each staff member is:

Attendants:
Station Chefs:
$16.00 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 charge to your account at a 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 outside the Arts and Sciences Building at an additional charge.

Full Meal Service and Silverware:
Coffee or Beverage China Service:
Full Bar Glass Service:
Reception China and Silverware:
$6.50 per guest
$3.00 per guest
$3.00 per guest
$4.00 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 and skirtless linen for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks, meeting tables and boxed lunches, there will be a $5.00 fee for each tablecloth. Skirtless clothes for 8ft tables will be billed at $20.00 per cloth. The same applies to registration tables, name tags. head tables, and any additional table that will not be directly used for set-up. We can also provide napkins to meet your color scheme for $2.00 each. Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Flavours, 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.

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