Policies

Advance Notice

To ensure optimal selection and the best possible service we kindly ask that events be booked following these guidelines: 
3 business days minimum for breakfast & breaks 
5 business days for lunch & dinner/evening events 
10 business days minimum for events > 50 guests, weekend, high profile, or customized events 
5 business days for Linen
Please Review the University’s Alcohol Policy Before Requesting Service 

Linen and Rentals

Linen is provided for all food and Beverage Tables. Any additional linen for seating or reception tables, check-in tables can be added for an additional cost. Black linen is standard for food and beverage tables, additional options may be available just request with the catering dept. Any rental costs for equipment needed/requested for an event; china, special serving vessels, large events are transferred to the client.

Guest Count

We kindly request a confirmed number of guests be specified following these guidelines:
3 business days prior to your event
5 business days for events > 50 Guests, high profile or customized events
This number is considered the guaranteed guest count and may not be reduced without being subject to unrecoverable cost fees.
While we will do our best to accommodate your needs, please be advised that Chartwells cannot guarantee any event that falls outside of these guidelines.

Changes & Cancellations

All changes to existing catering orders should be made by submitting a Change Request via CaterTrax. For changes made within 72 hours of an event please call the Catering Office in additional to sending a Change Request to ensure your change is accommodated. Cancellations made 2 full business days prior to the contracted event date will not incur cancellation fees with the exception of licensing fees or unrecoverable costs incurred while preparing for the event.

Special Diets

Special diets are accommodated upon request, we kindly request that your needs be submitted on the online order form when placing your order
We handle and prepare egg, milk, wheat, shellfish, fish, soy, peanut, tree nut products, and other potential allergens in our food production areas. Due to our open kitchens that handle gluten, and other potential allergens, we cannot guarantee that any menu items made in-house are free of any potential allergen(s). We will make every effort to avoid cross-contact, if informed of the potential allergen(s) in advance.

Room Reservations

It is the responsibility of the client to reserve the room(s) for your event. Please have the room reserved prior to placing your catering order. To help us better serve you, please have the room available and furniture arranged no less than 1 hour prior to your event. Please note that Chartwell's does not provide tables or seating for events. No Hot food is allowed to be served in hallways outside of classrooms.

Health Policies

For the safety and well-being of our clients and guests, food and beverages are not permitted to leave the premise of a catered event. No Leftover food is allowed to be taken home at the end of the event. No outside food or beverage is allowed at a Chartwell's catered event. Due to health and sanitation regulations food may not remain out for more than 4 hours.

Labor

To ensure exceptional service at every event, we follow these staffing guidelines:

Servers: 1 server to 100 guests

Bartenders: 1 bartender to 75 guests

Proper staffing is essential, especially when multiple events occur simultaneously. Our team is committed to maintaining seamless service by assigning supervisors to oversee service attendants when necessary.These guidelines ensure all events are executed with professionalism and care.

Let us know if you have any questions about how these policies apply to your event!

Billing and Payment

Catering orders cannot be confirmed without the necessary payment information. Clients must provide their appropriate cost center number. Outside groups will be asked to pay in full prior to the event with payment made via Check or Credit Card.