Terms & Conditions
CATERING POLICY
FOOD AND BEVERAGE:
All catered food and beverage served at the Mount Royal Campus is to be provided by Chartwells Catering. Special occasion cakes are the only exceptions. In this instance, a handling fee and a signed food liability waiver form will apply. In accordance with health regulations, any leftover food and beverage remains the property of Chartwell’s and may not be removed. Our policy requires the removal of all food products from the catered event by event staff only.
All prices are subject to a 18% service charge and 5% Goods and Service Tax.
Menu details must be confirmed fourteen (10) business days prior to your event to ensure product availability. Menus can be customized to suit any requirements.
One set menu is required for all guests. When offering guests, a choice of plated entrée selection (up to a maximum of two (2) entrées), the client must provide in advance the breakdown of each entrée selection to the Event Planner. We require a minimum of three courses for your plated meal. Menu prices, service charges and tax are subject to change to reflect current market conditions.
Chartwells Catering office must be notified of the final guaranteed number of guests attending 72 business hours prior to the event. The client will be charged for the guaranteed number, or the actual number served, whichever is greater.
Buffet service will be restricted to a maximum one and a half (1.5) hours. Once the menu is confirmed, we recommend that you advise your guests of the menu you have selected should guests attending the function have any special dietary requests or food sensitivities that may require special meal requirements. Chartwells Catering office must be notified at least 72 business hours in advance with the names and dietary requirements of the guests that require special catering needs, and we will make the necessary arrangements to accommodate the guest requests.
If you do not meet the minimum attendance requirements for your selected menu package, as outlined in the catering menu, a surcharge will apply to reach your minimum guest requirement.
GUARANTEES: (Offsite Catering)
A deposit of 25% is required at the signing of the contract. The deposit will be based on the estimated charges. This will be rebated, or paid out, after the actual bill is determined. Setup and dismantle times, if required, should be specified at the time of booking and an additional charge may apply.
MINIMUM ORDER: Some menus will have minimum order requirements (varies by menu).
CANCELLATIONS:
Cancellations must be received in writing no later than 10 business days. Cancellation of a confirmed event will incur a cancellation fee:
Seven (7) days or less from event date: 50% of estimated revenue.
Five (5) days or less from event date: 75% of estimated revenue.
DELIVERY CHARGE: Menus are priced for pick up at XXX building. Delivery will be limited to Mount Royal Campus for a $25 dollar fee if the minimum order is not met.
LABOUR RATES:
Extensions requested for hours outside the schedule event time are subject to additional labour charges. Additional labour charges may also be assessed on Canadian Statutory Holidays.
STAFFING: The appropriate amount of service staff & chef will be included and supplied for functions. Additional staff may be requested, charges will apply.
Catering Staff: (5 hours minimum) $30 per hour
Chef: (5 hours minimum) $40 per hour
SPECIALIZED LINEN AND EQUIPMENT:
Specialty equipment or linen requirements outside of the normal black and white varieties must be communicated fourteen (14) business days prior to the event and will be subject to availability. Any specialty linen required to procure will also be subject to an equipment rental fee.
FUNCTION SPACE, SET-UP REQUIREMENTS & DELIVERY:
Setup and dismantle times should be taken into consideration during the function event briefings, required set up and dismantle times will be based on the number of guests in attendance and or the scope of the event and will be determined during these meetings.
All delivery items are packaged in disposable containers, including plate ware, utensils, napkins, and appropriate condiments. Groups/Host will be responsible for clean-up and garbage removal at the end of the event.
INVOICING AND PAYMENT:
Chartwells Catering office will issue an invoice at the completion of the Event. Any discrepancies with the invoice will need to be submitted to Chartwell’s Catering office within fourteen (14) business days. Full invoice payment must be received within thirty (30) days prior to the commencement of the Event. Any amounts owing under this Agreement will be charged to the credit card provided by Client unless the Client makes a payment through other means prior to that date. In the case of overpayment, the balance will be refunded after the final invoice is determined.
MISCELLANEOUS:
Chartwells Catering is not responsible for damage to, or loss of, any articles left on the premises after an event. The Smoking Bylaw of the City of Calgary (Bylaw 57M92) prohibits smoking in any public spaces or function rooms within the Mount Royal University including vapor.