CATERING POLICIES & PROCEDURES

The Lewis & Clark College Office of Conferences & Events

Before you book with us, start by contacting the Lewis & Clark College Office of Conferences & Events. Reserve the date and location of your event as early as possible, even if the date is tentative. Staff members will check availability of space and arrange set-up of your event, including table and seating needs, floor plan, podiums, and audio/visual needs. For the Lewis & Clark College Office of Conferences & Events, please call (503) 768-7235 or email events@lclark.edu.

Placing Your Order

• Catering orders may be placed online through our online ordering system; catertrax. Special event inquiries should be addressed directly with the Catering Manager at(503) 768-7888 or via email catering@lclark.edu. Visit www.cafebonappetit.com/lewisandclark for more information.

• The catering department should be made aware of any program-specific details: meetings, speakers, or any other activity that will occur before, during, or following the time catering service is requested. This may affect our ability to properly set up, service or clean up your event and may require additional labor charges.

• Catering orders must be placed no later than seven business days prior to the event. Custom menus require at least three weeks’ notice.

• Delivery is complimentary for all onsite orders of $75 or more. Orders not meeting this amount will incur a delivery charge of $20 to cover incremental costs.

• Catering orders are not considered booked until you are contacted by Bon Appétit with a confirmation.

Menu & Guest Count Changes

• When ordering catering, please provide an estimated guest count, then a guaranteed guest count five (5) business days before the event. You will be responsible for the guaranteed number or the actual number, whichever is greater.

• Any cancellations, menu changes, or restrictions must be confirmed no less than five (5) business days prior to the event date. Changes inside the five day window may incur additional labor charges.

• Event cancellations within five (5) business days will result in the client being charged 50% of the total contracted order price.

• Event cancellations occurring within 24 hours of the event will result in the client being charged 100% of the total contracted order price (including any charges for rented equipment, linens, etc.)

Late Orders

• Bon Appétit Catering will make every attempt to accommodate late requests based upon product availability and previously scheduled catering events. A rush charge of $40 will be applied.

• The rush charge covers accelerated ordering and staffing, as well as any fees we incur from the rushed order. Proper notice enables us to adequately order, staff, and plan for the event.

China Usage

• Unless otherwise specified, disposable service ware is included in all our catered event pricing.

• Formal service ware (china, silverware and glassware) is available for most catered events. A charge of $3.95 per person will be applied.

• We will not itemize a charge for china if you host your event in Stamm Dining Room East or West unless china has previously been reserved for another event. China service related labor expenses still apply to Stamm events.

• We are able to provide formal service ware for up to one hundred eighty (150) guests,contingent on the menu, on a first-come-first-served basis. Additional formal serviceware may be rented at the client’s expense.

Other Labor

• An additional charge for labor may be applied to an order that has china service.

• Additional labor costs may incur if the scheduled event time is greater than the duration originally stated on an order.

• Events held outside our normal hours of operation, 7:00 a.m. ¬- 8:00 p.m. during CAS Academic Calendar and 8:00 a.m. ¬- 5:00 p.m. during break periods and weekends. Will incur an additional labor charge.

• Events exceeding four hours may incur an additional labor charge.

• Labor is billed at a per hour cost of $33.00 per hour for servers or $35 per hour for OLCC servers with a five hour minimum for attended events.  Events requiring chef  presence will incur a $50.00 per hour charge.

Quantities

• We commit to providing quantities for the number of guests confirmed, including an industry standard buffer.

• Platters are produced and priced in ten guest increments.

• Appetizers are priced by the dozen. We recommend 2-6 pieces per guest depending on the style of service.

• In some cases, food and beverages are ordered by specific quantity. We can recommend an amount based on experience and average consumption to fit your needs.

Dietary Restrictions

• In the interest of providing a safe and enjoyable catering experience, it is important that our clients make Bon Appétit fully aware in advance of any guest dietary restrictions, food sensitivities, or allergies. To ensure greatest guest satisfaction we require five days of advance notice for any dietary modifications.

Confirmations

• Please review the information on the catering contract carefully and reply via email with an authorized consent or changes of the contract.

• A budget number or other means of payment must be provided prior to delivery. Bon Appétit cannot provide services without this information.

Linen

• Linen for food and beverage tables will be provided at no charge. Substantial breakfast buffets, lunch and dinner buffets include linen for seating tables. Hollow square and u-shape table configurations may incur additional linen costs.

• Extra linens are available at $6.00 per piece. Please inform catering of any display, registration, name tag or materials tables you require linen for. This ensures we have the amounts/colors requested in stock.

Equipment

• For any event not attended by catering employees, you are responsible for all equipment provided from the beginning of the event until clean-up time. Removal of any service item is prohibited.

• You will be notified of any missing items and have 24 hours to return the items to the Bon Appétit main office.

• Any items not returned within this time frame will be billed at full replacement cost to the department responsible for the event.

• Any event that requires specific equipment rental will have those charges passed on to the client.

Removal of Food

• The handling of food in a safe manner is imperative. Food not handled in a safe manner is a health hazard. For this reason we do not recommend the removal of food from any catered event. Should you choose to take food with you, we will not be responsible for its quality or safety.

• Catering prices do not include to-go boxes. To-go boxes are available by request for $.50 each. Please request these with your initial order if you anticipate taking food with you.

Alcohol Policy

• Except in limited situations, alcoholic beverages must be served in a controlled area and served by an OLCC-licensed bartender. OLCC labor hours are to include set-up and take-down of the bar, with a five hour minimum.  Alcohol may not be removed from the        area where the event is being serviced. Consumption based events will be charged separately.

• Per the Lewis & Clark College catering policy, when Bon Appétit is serving alcohol not purchased through Bon Appétit, it may assess reasonable charges for handling. The minimum handling fee for client-provided alcohol  $20.00 per case for beer and wine, and $50.00 per keg.  Draft service will incur a $150.00 per keg charge for dispensing equipment if not provided.

• Food in sufficient quantity must be available for the number of guests anticipated whenever alcoholic beverages are to be served. Per OLCC regulations, we must serve a minimum of two different substantial snack food or appetizer items at events where beer, wine, and cider is being served.  The law requires a minimum of five different substantial food items at events where liquor is being served. “Side dishes, appetizer items, dessert items, and snack items such as popcorn, peanuts, chips, and crackers do not qualify as substantial food   items.”  For more details, see Oregon Administrative Rules OAR  845-006-0462 at  http://www.oregon.gov/OLCC.