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Planning Your Special Event

We pride ourselves in being able to meet everyone's catering needs. The following steps will help you through the process of organizing your special function.

Arranging and Reserving a Date

Even if the date or guest count of your event is only tentative, please notify our Catering Sales office of your event so that we can make preliminary plans to ensure a memorable occasion. Our catering specialists are here to assist you in person with your event details or you may order by phone at (812) 237-7618. Our Catering Sales office is located in the Hulman Memorial Student Union Building, Second Floor.

Reserving a Location

Whether the event is to take place on or off campus, you need to have a confirmed reservation for the location before we will be able to make deliveries. Tables, chairs, and other equipment will need to be arranged by the person booking the event.

Booking/Planning an Event

In order to make your event a success, we request that you give our catering team as much notice as possible. If your event includes a menu from our catering guide, we would like to have two or three weeks notice to plan. However, if your event requires a customized menu, a six week notice will be needed. For smaller events, we would like at least a ten day notice. We are aware that there will be times when you have last minute catering needs. Call us and we will be happy to accommodate your event. However, the menu selections could be limited based on availability. Some arrangements can be made by phone, email or others may require an appointment with our Event Planner. This will be the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions and to determine which of our services best fit your needs. Our Catering Sales office is located at 550 Chestnut St in the Hulman Memorial Union Building, Second Floor. The office hours are Monday through Friday, 8:00am to 4:30pm. We are closed some holidays.

Event Confirmation and Guarantees

After we have finalized all the details for your special event you will receive a confirmation sheet and contract to be signed and sent back to our office. We ask that you ensure we have this signed guarantee number three business days before your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.

Payment

All catered functions must be secured by payment before they occur. Type of payment include Visa, MasterCard, American Express, Money Order, Check, Purchase Orders, Departmental Accounts and Foundation Account Numbers and are all valid payment methods. Non-University, Non-College, Venue and Non-School related
groups are required to make a deposit of 75% two weeks prior to the event with the balance due on the last business day before the event. Tax exempt organizations
are required to submit a copy of their exemption certificate three business days prior to the event date. The only events that can be tax exempt are Fundraisers and all-student events. Non-University groups are subject to 15% gratuity and sales tax of 7% for all food events.

Changing/Cancelling an Event

All cancellations and final changes must take place at least three business days before your event. If you do not contact our team with a final count within three business days allowed, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed.

Delivery Fees

There is no delivery fee for catering services held within Hulman Memorial Student Union. Deliveries outside the building but on campus will be subject to a $25 delivery fee. The off campus delivery fee is a minimum of $50 and is based on mileage.

Service Staff

Our catering staff will be provided for all served meals and some buffets. If additional time is needed, a fee of  $13.95 per hour, per attendant, will apply. To ensure that your event is a success, attendants may be required. When attendants are needed, services are at an additional charge of $13.95 per hour, per attendant.

Continental breakfasts, breaks and receptions are priced for self service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per guest price. Attendants are included in the price of all served meals.

The charge for each staff member is:
Attendants $13.95 Price per hour (minimum 4 hours)
Station Chefs $13.95 Price per hour (minimum 4 hours)

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment supplies will be charged to your account at a replacement cost. For very large events, specialty equipment may need to be rented at an additional charge.

China Charges

Our Catering Department provides high quality plasticware products unless otherwise requested or noted. We offer chinaware for any event at an additional charge.

Full Meal Service and Silverware         $2.00 per guest
Coffee or Beverage China                    $0.35 per guest
Reception China and Silverware           $0.75 per guest
Bar Glassware                                     $1.00 per guest

Eco-Friendly Serviceware

Our Catering Department can offer eco-friendly serviceware for any event for an additional charge. Ask our Catering Sales Office for details.

Floral Charges

We will be happy to order, receive, and handle floral arrangements for your event. For decorative requests, an additional fee will be determined in accordance with your specific needs.

Linens and Skirting

We will provide linens and skirting for food and beverage tables at no charge. If you would like linen to be placed on guests' tables for receptions, breaks, meeting tables and boxed lunches, there will be a $3.00 fee for each tablecloth. Other tables may be skirted and covered with tablecloth for $12.00. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. Skirting can be done on any table that does not exceed one inch in thickness. We can also provide napkins to meet your color scheme for $0.25 each. Specialty linens are available upon request for an additional charge.

Bar Services

Bar services are offered for any event. Details can be found in the catering guide bar section.

Food Removal Policy

Due to health regulations, it is the policy of Indiana State Dining Services 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, removed and disposed of by the host of the event.

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