Policies

Policies & Procedures

To ensure optimal selection and the best possible service, we kindly ask that events be booked at least 7 business days in advance. We understand events arise unexpectedly and we will do our best to accommodate your needs when possible.

A guarantee of the number of people to be served at a function is due 5 business days before the date of the function.  This guaranteed number is your commitment and may not be reduced. Please include any vegetarian, vegan requests, and special diet requests in this count.  The kitchen will prepare the actual guarantee.  If actual attendance is more than the guarantee, extra guests may be served a different entrée of similar value.

Safe food handling is our priority.  Therefore, we reserve the right to limit the removal of leftover food by the customer.  Take-home containers will not be provided.  We ask that food and beverage not to be provided by you or any of your guests.  For your safety and that of your guests, a catering representative will remove food from your event in a timely manner.

Cancellation Policy

If notice of cancellation is received 3 business days in advance of the event, you will only be charged any expensed incurred.  If notice is received less that 3 business days in advance of the event, you will be charged the full amount.

Linens

Tablecloths are supplied for all full-service food and beverage tables at events.  Tablecloths for nonfood tables are available for an additional charge.  Specialty linen may be ordered directly through the catering manager.

Drop Off Catering By Request Only

Drop off catering includes essential plastic ware and utensils for the guest count only.  It is the responsibility of the organizer to clean after the event.  All Drop Off Catering requires a point of contact at time of delivery to ensure that the order is complete and to maintain food safety.  If the point of contact, or designee, is unavailable at the time of delivery, Chartwells will return the order to the OLT Student Center kitchen.  Arrangements for the pick-up of the order will have to be initiated by the customer.

Full-Service Catering

All full-service catering events include service up to 2 hours from event start time to event end time.  Any additional service time requested will incur an additional $35.00 per hour, per person.  Full-service catering includes your items being displayed on platters, chafers for a hot buffet, catering attendants to setup and to clean up.

China service is available for an additional $2.50 per person.

Allergies and Dietary Restrictions

Special diets are accommodated upon request, we kindly request that you disclose any allergies or dietary restrictions at the time of booking to ensure availability of product.

Request for Multiple Entrees for a Plated Meal

If multiple entrees are requested, the following will apply:

1.       If there is a price discrepancy between the two entrees, the higher price will prevail for all entrees.

2.       Normal guarantee procedure is required with indication of each entrée count.

3.       Some form of entrée indication is required at the guest table (i.e., color ticket, coded name tags, etc.).  This will enable better service by our service staff.  This will be       provided by the customer.

4.       There is a minimum of 25 guests when selecting multiple entrees.

Additional Fees

There is a $250.00 minimum for events held on Saturday and Sunday, except for pick up orders.  Any event under $250.00 on Saturday and Sunday will need to be picked up in the OLT Student Center Catering Kitchen.

There is a $450.00 minimum for events held Monday through Friday from 10 pm.-6 am.

All plated events have a 15-person minimum.

All buffet events have a 20-person minimum.

All full service catered events has a 2-hour maximum, per event, in accordance with health code standards.  If a beverage station is requested in addition to the 2 hours, an additional staff fee of $35.00 per server per hour will be accrued.

Our standard for a buffet event is 1 attendant per 40 guests and for plated events, 1 attendant per 20 guests.  If you would like additional staff, a fee of $35.00 per server per hour will be incurred.

Tax Exemption

Groups qualified for Indiana sales tax exemption are required by law to furnish a copy of the Indiana Sales Tax Exemption Certification to Chartwells at Anderson University.  This must be submitted prior to the event.  All catered food is taxable except events focused on student recruitment within Indiana, experiential learning for students, or a function primarily for students.

Payment

Payments are to be made before the event unless a budget number has been established in advance.  Cash, Check, and credit Card payments are to be made with a 50% deposit when event is booked with the remainder being due 5 business days prior to the event when the final guaranteed count is given.

Loss of Theft

Chartwells at Anderson University is not responsible for any loss or damage of articles left before or after an event.

Student Catering Menu Policy

To receive the prices and promotions included with the student catering menu, you must be a registered and recognized student organization.

Napkins and disposable cutlery will be provided as needed depending on the menu choice.

Menus are priced for pickup at OLT Student Center only.

Menus are available to be dropped off at your location for an additional $75.00 fee.

For groups larger than 100, please contact our catering department directly.

All items are packaged in disposable containers.

If the student catering guide does not meet your needs, we will be happy to provide a quote for your event within your budget requirements.  Please contact our catering department directly.