ROANOKE COLLEGE
CATERING SERVICES
Policies &
Procedures
Roanoke.edu/Catering
Catering@Roanoke.edu
Roanoke College Catering Policies & Procedures
Placing
an Order
Plan
your event, select your menu, and place orders online at Roanoke.edu/Catering. You may also submit a Special Catering
Event Request Form
(via Forms on Inside Roanoke) to catering@roanoke.edu. If we may offer any support to help you plan
your event, please call 540-375-2328.
Reserving a Room
You may learn more about room reservations
and scheduling on Inside Roanoke. A room reservation must be confirmed before we
can finalize catering services on the Roanoke College campus. The Cavern requires a specific facility
contract. This form is also available on Inside
Roanoke.
Ordering
Timeline and Guaranteed Deadlines
In
order to meet your event needs, we recommend booking your event at least 14
days in advance. Roanoke College
Catering (RC Catering) will make every effort to accommodate requests submitted
less than 14 days in advance, but limits to services or menu items may be
restricted. Events requested and
confirmed within 72 hours of event may incur a $50.00 late booking fee. Approval of events will be determined by business
capacity, staffing, and production availability.
Event quotes with final guest
counts must be signed and returned no later than 7 days prior to your event.
Event
Cancellations
Please
notify RC Catering of all cancellations as soon as possible. In order to minimize cancellation fees, we
recommend cancelling events at least 10
business days prior to your booked event.
Fees for event cancelation may be applied for events cancelled within:
·
7 Calendar Days- any fees incurred
for purchasing food or beverages which may not be returned.
·
7 Business Days- any fees incurred
for rental services or expenses that may not be cancelled.
·
Within 72 hours of event- 50% of
event quote or forfeiture of deposit, plus any fees incurred for rental
services, food, and/or beverages which may not be cancelled or returned.
·
24 hours of event- 100% of event
quote.
In
the event of inclement weather or other public emergency for the event
location, cancellation will be accepted given the roadways are dangerous for
travel, or when otherwise recommended by public authorities.
Right
of First Refusal
Please
understand that Dining Services has the right of first refusal in campus
buildings when department funds are being used, and within the Colket Center
regardless of payment fund type being used.
Delivery
On-campus
events outside of the Colket Campus Center require a contract minimum of $75.00
for delivery. A $25.00 delivery fee will
be applied to delivered on-campus events who don’t meet the order minimum.
Off-campus
events require a minimum of $250.00 for delivery. Delivery fees for off-campus events will be based on mileage from the Colket Campus
Center:
·
<10 miles- $25.00
·
10.01-15.00 miles- $50.00
·
15.01-20.00 miles- $75.00
·
>20.00 miles- $100.00, plus $5.00
per mile over 20.00 miles
Equipment
All
equipment provided for events without an RC Catering representative (“attendant”)
event shall be the responsibility of the contracted group. Missing equipment will result in replacement
value added to the billing invoice.
Food
Safety
RC
Catering follows the Virginia Department of Health Guidelines and all
applicable food safety protocols. Foodservice for catered events with food
and/or beverages requiring time and temperature control may not exceed 4
hours. Food and beverages may not be
taken from any event, and we will not provide take-away/carry-out/to-go
containers. We cannot accept the
liability for potentially mis-handled food or beverages when removed from a
function.
Alcohol
Service
It
is our policy to not serve guests known to be intoxicated, or who exhibit
behaviors of intoxication. In the event
that there are any disruptions or interactions with rude, disruptive, or unruly
guests as a result of our alcohol service policy, we will discretely approach
the client’s event contact, and we will discontinue alcohol service to said
guests.
Alcohol
will only be served to, and must only be consumed by, guests of legal drinking
age. We will request identification as
appropriate. Alcohol may only be
consumed within the designated boundaries, and may not be removed from the
premises.
Additional
Charges
All
prices quoted for plated and buffet meals include china, glassware, flatware,
and linen/skirting for buffet tables and table covers for dining tables. Prices quoted for snacks, breaks, hors
d’oeuvre setups, etc.. include linen/skirting for tables for food and
beverage. Additional linen requested for
non-dining tables (i.e. gift or check-in/registration tables) are available for
$5.00 each for stocked linen, and $20.00 each for non-stocked or special-order
linen. Color options may vary and are
dependent on availability.
Gratuity
Event
quotes do not include gratuity payments for RC Catering staff. If you feel that our team has fulfilled our
mission of providing excellent culinary and hospitality experiences, you are
invited to include gratuity with the payment of the remaining balance for your
event. We appreciate the consideration
and the financial recognition of our hard-working staff.
Roanoke
College Department Purchases
Departments
who wish to use a Roanoke College fund code for payment must provide the code
at the time of booking. In order to
further add value to the Roanoke College community, event contracts paid with
Roanoke College department codes will receive a 15% discount for items posted
on RC Catering’s online menu. Discounts
will not be applied to off-menu or customized menu items. Alcohol, linen, delivery, setup, and service
staff fees are not eligible for the discount.
Student
Meal Plan swipes may NOT be
used for catering services, with the exceptions being:
Taxed
and Tax-Exempt Events
All
applicable state and local taxes will be applied to eligible purchases. Tax Exempt organizations must provide a
current tax exemption certification at the time of booking to be eligible for
tax-exempt invoicing.
Payment
Terms
For
non-Roanoke College department events, a deposit in the amount of 50% of the
total event quote will be due with the signed, returned event contract. Accepted forms of payment are cash, check,
and credit card. The remaining balance
will be billed by invoice and will be due within 14 days of the event
date.
Roanoke
College department events will be invoiced within 72 hours of the event date.
Payments
not received within 30 days of the final invoice due date may be subject to a late
charge of 3%. Payments not received
within 60 days of the final invoice due date may be subject to a late charge of
6%.