LOCATION INFORMATION
Prior to making catering arrangements, you must first make room reservations for your event. Due to limited room availability, it is important that you make your room reservation as far in advance as possible. It is the customer’s responsibility to ensure that the facility where the event will be held is open and accessible with sufficient time and equipment, such as tables prior to the function for setting up the Catering. Set-up times will vary based on the size and complexity of the event and must be coordinated with the Catering department. In such instances that the facility is not accessible, the customer will be held responsible for the cost of the event and any delays that may incur. Please include campus and room number on your order form. Along with times, such as event start time and event end time.
Please plan and confirm food and beverage arrangements at least TWO weeks prior to the desired event date. All cancellations or changes must be made 3 (three) business days prior to the event date. If it is necessary to cancel, 50% of the latest guaranteed contract will become the responsibility of the guest. Contact the Catering Department at 432.614.6754 or 432-614-6609.
ORDER AND GUARANTEE
Chartwells must receive your event information no later than seven business days prior to your event. Approval for your Catering contract will be completed by Chartwells no later than five business days prior to your event. Final adjustments, if necessary, must be given no later than noon, four business days prior to the event date. Due to delivery and ordering deadlines, we cannot not guarantee the availability of a product with less than four business days notice.
DROP-OFF CATERING
Drop-Off Catering includes food and drink drop-off only; no wait staff or personnel will be provided. Client will be responsible for clean-up of the venue & security of Chartwells equipment. These events are subject to a delivery charge.
PAYMENT
All Catering contracts will require approval signatures and an email confirmation before the event date. Also, all signed invoices must include billing organization & expense account. Non-affiliated UTPB events must include a billing address. All non-affiliated UTPB catered events require an initial deposit of 75% of the estimated charges when the reservation is confirmed with the remaining balance due seven days prior to the event. Please make all checks payable to Chartwells Catering, we do accept all major credit cards.
REQUIREMENTS
All events will have a predetermined ending time. Any event that extends past the agreed upon ending time will be charged an additional overtime fee. We presently cannot accommodate off site events.
LEFTOVER FOOD
Food is extremely perishable; therefore, Chartwells cannot be responsible for food leftover from your Catered event. Food not consumed during the scheduled event remains the property of Chartwells. We can not provide to-go containers for left overs. No credits will be issued for the leftover or unused food.
CANCELLATIONS
Cancellation of service must be done in writing directly to the Catering Sales Office no later than noon, four business days before the scheduled event. Should cancellations occur after four business days prior to the function; the client will be responsible for 100% of the contract.
OPEN FLAME & STERNO
For the safety of your guests, Chartwells recommends an attendant be available at events that are two hours or more and require open flames or sterno. The cost for the attendant will be stated in the Catering contract.
SERVICEWARE AND LINEN
Our Catering Department will provide you with high-quality, disposable plasticware, or for an additional charge, china, linens, and glassware are available. Charges vary; please ask your Catering Consultant for specific details. We suggest a delivery time of approximately 30 minutes prior to your event. Catering orders are available Monday through Friday 6:30 A.M. to 8:00 P.M. The client is directed to secure Chartwells’ property for later pick-up and will be responsible for any loss incurred. Clean-up is customer responsibility for drop-off orders. It is our wish to provide you with an exceptional dining experience, these guidelines serve as only that, guidelines. You will find Chartwells Catering very flexible. So please feel free to ask any questions you may have.
