​Planning your Special event

 

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 419-434-4645 or through email at ufcatering@findlay.edu. Our Catering Sales Office is located in the Alumni Memorial Union at The University of Findlay, room #45.

 

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 Facilities Office, 419-434-6942.

 

Booking/Planning an Event

Contact the catering sales office at least fourteen(14) days before the event. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Sales Coordinator. 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 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 click here to access the Flavours on-line menus, making 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. 

 

Event Confirmation and Guarantees

After we have finalized all the details for your special event, you will receive a confirmation sheet to be signed and sent back to us. We ask that you ensure that we have this signed guarantee three (3) business days before your catered event. This confirmation will include the exact times, location, estimated attendance, and menu choices.

 

Payment

All catered functions must be secured by payment before they occur. Visa, MasterCard, American Express, Discover, Cash, Check, and Purchase Orders are all valid payment methods. Non-University related groups are required to make a deposit of 50% two weeks prior to the event with the balance due on the day of the event. Non-University groups are subject to sales tax 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 three (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 attendance 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 Alumni Memorial Union. Deliveries outside the building will be subject to a fifteen (15) dollar fee or 10% delivery fee, which ever is greater, not to exceed five hundred (500) dollars.

 

Attendants

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 $15.00 per hour, per attendant, with a minimum of two hours.

 

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 are included with the per person price. All waited meals servers are included.

 

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.

 

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.

 

China Charges

We offer china service for any event at an additional charge:

  •        Full Meal Service and Silverware $4.00 per guest
  •        Coffee or Beverage China Service $1.50 per guest
  •        Reception China and Silverware $1.50 per guest

 

Linens and Skirting

We will provide linens 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 $3.50 charge for each tablecloth. Registration tables, name tag, head tables, or any additional table needing tablecloth and skirted will be charged $3.50 per tablecloth and $15.00 per skirt. Specialty linens are available upon request.

 

Food Removal Policy

Due to health regulations, it is the policy of The University of Findlay Dining Service 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.