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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 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 by phone at 210-283-5011 or through -email Catering@uiwtx.edu. Our Catering Sales office is located in the International Conference Center, Suite 105.

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 Name of office with area code and telephone number. To reserve a room for an event, please contact area code and telephone number. Also you may want to list rooms that are available for catered events.

Booking / Planning an Event

Contact the catering at least 10 days before the event at 210-283-5011, by emailing us at Catering@uiwtx.edu, or through our on-line ordering at www.uiw.edu/catering, or stop by our office. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Director of Catering or Sales Coordinator. 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 website 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, 9 AM to 5 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/CEO to be signed and sent back to us. We ask that you ensure we have this signed guarantee 5 business days before your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.

Payment

All catered functions must be secured by payment before they occur. Type of payment include Visa, MasterCard, 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 50% two weeks prior to the event with the balance due 5 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 28% gratuity and 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 3 business days before your function. If you do not contact us with a final count within 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 UIW campus. Deliveries outside the building will be subject to a dollar amount (DEPENDING ON MILEAGE) 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 a fee of $37.50 per hour, per attendant, with a minimum of 2 hours. To ensure that your event is a success attendants may be required. Served meals are priced on an individual basis.

The charge for each staff member is:

Attendants $37.50 Price per hour (minimum 2 hours)

Station Chefs $75.00 Price per hour (minimum 2 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 charged 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. We offer china service for any event at an additional charge. Full Meal Service and Silverware $3.50 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 skirting for food and beverage tables at no charge. If you would like linen to be placed on guest’s tables for receptions, breaks, meeting tables and boxed lunches, there will be an $8.00 fee for each tablecloth. Other tables may be skirted and covered at $15.00 per tablecloth.  The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. Skirting can be done on any table that does not exceed one inch in thickness. Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Flavours, Sodexo Catering Operation that excess food items from events cannot be removed from the event site with out a signed Food Liability Waiver. Items purchased for pickup should be properly stored prior to the event and removed and disposed of by the host of the event.

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