PLANNING YOUR EVENT
Flavours by Sodexo has exceptional culinary skills and extensive capabilities to satisfy a wide range of catering needs. We are passionate about food and dedicated to making sure things are as perfect as possible for your special occasion! Please use this guide to understand processes, procedures and expectations as we work together to achieve a smoothly executed and memorable catered event.
Our experienced event planning specialists are very consultative and will be happy to answer all of your questions and concerns and assist you in planning every detail. We look forward to serving you!
HOW TO CONTACT FLAVOURS BY SODEXO
When you have a catered event in mind, please contact us as soon as possible. Even if you are not yet sure of such details as the exact event date, event location and number of guests that will be in attendance, it’s a good idea to touch base with us as early on in the process as possible.
Some catering arrangements through Flavours by Sodexo can be made by phone, email or online; other catering arrangements require an in-person appointment with one of our event planning specialists. It’s easy to get in touch with Flavours by Sodexo about your catering needs. Here are the options:
Visit Our Office: You may visit us in person at Pickard Commons. Our office hours are Monday through Friday, 8:30 - 4:30 PM. Please be aware that we are closed on some holidays.
Visit us on the Web: You may contact us about your catering needs through our online catering Website at https://foodservicecatering.catertrax.com. The ultimate in convenience, this site will enable you to easily view our fabulous catering menus, see your order history, place recurring orders and much, much more.
Give us a Call: You may speak with an event planning specialist by calling 920.748.8170. Send us an Email: You may email us at firstname.lastname@example.org.
EVENT LOCATION RESERVATION
You must make arrangements to secure a location for your event. Whether your event will be taking place on or off campus, you will need to officially “reserve” the space in order for us to be permitted to serve you in this location. To reserve a room for an event, please contact conference services at 920.748.8164.
EVENT TABLES, CHAIRS & OTHER EQUIPMENT
You must make arrangements to secure tables, chairs and other equipment you may need for your event. Please contact 920.748.8164 to make these arrangements.
EVENT CONFIRMATIONS & GUARANTEES
No less than 5 from the scheduled catered event, you must sign a Banquet Event Order. You will also be asked to provide us with a “final” number of guests that will attend your event; the “estimated” number will be used if you don’t know the “final” number. This document will outline the terms of your agreement with our Catering Office and include all event details and requirements, including time, date, location, menu selections, number of attendees, professional services, equipment, and staffing. If you do not provide us with a final number, we use the estimated number
EVENT CHANGES AND CANCELLATIONS
No less than 3 from the scheduled catered event, please make us aware of any event changes (including increases or decreases in the number of attendees) or if your event needs to be canceled. Please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred by the Catering Office.
Payment must be received prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, American Express, cash, check, purchase order, department accounts and foundation accounts.
If your group is not a university, college or school:
- A deposit of 75% is required two weeks prior to your scheduled event with the balance due on the day of the event.
- An administrative fee 18% will be added to your bill.
- Sales tax of 5.5% will be added to your bill.
If you are a tax-exempt organization:
- You must submit a copy of your tax-exemption certificate prior to the date of your scheduled event
There is no delivery fee for catering services held on campus. Deliveries outside the building, venue will be subject to individual pricing.
SERVICE STAFF AND ATTENDANTS
To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guest. Served meals are priced on an individual basis.
THE CHARGE FOR EACH STAFF MEMBER IS:
Attendants/Waitstaff $ 20.00 per hour (minimum 2 hours)
Station Chefs $ 50.00 per hour (minimum 2 hours)
Bartenders $ 25.00 per hour (minimum 2 hours)
As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. The cost to replace any missing or damaged catering equipment or supplies will be charged to your account. For very large events, specialty equipment may need to be rented at an additional charge.
We provide high quality plastic products or eco-friendly serviceware unless otherwise requested. We offer china service for any event outside of Pickard Commons at an
Full Meal Service and Silverware $3.00 per guest
Reception China Service $2.00 per guest
Full Bar Glass Service $2.00 per guest
Full Bar Glass Service $0.00 per guest Reception China and Silverware $0.00 per guest Eco-friendly $0.00 per guest
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 provide linens and skirting 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 for each tablecloth. Other tables may be spandex wrapped and covered at $10.00 per linen. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. We can also provide napkins to meet your color scheme. Specialty linens are available upon request for an additional charge. Also, varying lengths of linen can be arranged.
FOOD REMOVAL POLICY
Due to health regulations, it is the policy of Flavours by Sodexo at Ripon College, 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.
All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. We reserve the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service.
Please consult with your event coordinator for a current alcohol service guide with prices, set up options and selections available.