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Sodexo Policy and Procedure

Planning Your 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 event.

Even if the date of the event is tentative, please make arrangements with the catering department so that we can get you on our calendar. You may contact the catering department at 201.761.7381, or by email at jheredia@saintpeters.edu, or through our website at www.saintpeters.sodexomyway.com/catering.com. Some arrangements can be made by phone or email, others by making an appointment with the Catering Director. The office hours are Monday through Friday 9:00AM to 5:00PM.

Steps to place an order through the website:

· Set up an account

· Click Create New Order

· Choose from one our brands: Flavours or Community. Student groups may use the Shoe String Brand

· Select menu items and click Order

· Visit “Additional Service” tab for linen, china, servers, floral etc

· Pick the date of your event

· Indicate the desired method of delivery

· Enter event information

· Review Order

· Check out. For use of budget numbers select University Funds, and include the approval email as department head

Catering arrangements and menu selections should be confirmed within 72 hours of your event. While we may be able to accommodate your needs with less lead time, sufficient notice allows us to schedule production and staffing.

Catertrax is for Catering services only. Room reservation, media and maintenance request are done through the appropriate departments.

All catered functions must be approved 48 hours by the Department Head. University Fund, Purchase Orders, Departmental Accounts, and Checks, are all valid payment methods. Non-University, Non-College, Non-Venue, Non-School related groups are required to contact Lauren La Greca at 201-761-7414 or email her LLaGreca@saintpeters.edu.

Billing Information for Finance Department

With the creation of your customer account, you must view the billing policy and initial to accept. Customers placing orders under $500 are responsible for providing the appropriate budget number that has sufficient funds. For orders over $500, an approval email will be generated during the check-out process. This email must be directed to the department head that has the authorization for approval through the finance department.

All catered functions must be approved 48 hours by the Department Head. University Fund, Purchase Orders, Departmental Accounts, and Checks, are all valid payment methods. Non-University, Non-College, Non-Venue, Non-School related groups are required to contact Lauren La Greca at 201-761-7414 or email her LLaGreca@saintpeters.edu.

Non-University groups are subject to a sales tax of 7% for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.

Resident Assistant Policy and Procedure

RA's placing orders on CaterTrax will use the "Purchase Order" option for Payment Method during checkout.

Approval Email Address is a requirement, this will your CD's email.

East Campus: TFoy@saintpeters.edu

West Campus: RGordon@saintpeters.edu

Once order is approved by your CD, you will be emailed the approval confirmation which you can take to the Res Life Administrative Assistance to sign out funds.

Pick you your Catering order from the 2nd floor cafe and it is imperative to take your receipt and return it to the Res Life office.

The bill must be paid no later then the day prior to the event.

For event ending after 6pm the RA will be responsible for the clean up, safe handling and extinguishing of sterno, storage of equipment and disposal of food. Catering will pick up all equipment the following morning. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost.

Hours of operation for food pick up will end at 8pm.

Delivery

o Drop off events in the Mac Mahon Student Center will not incur delivery fee.

o Pick up events will not incur any fees.

o Drop off events on campus delivery will incur a $5.00 delivery fee.

o Drop off events on Saturday and Sunday will incur a $25.00 delivery fee.

China

Our Catering Department offers quality plastic service-ware at no additional cost. China service will be provided for any event at an additional charge. China can be added by searching in Flavours/ Additional Services/ Service ware.

As a Sodexo commitment to sustainability we offer china services on the 5th Floor of the Mac Mahon Student Center Conference Rooms (525 and 527) for under 30 people, as a courtesy and china fee will not be charged.

Sit down dinners will be charged per number of chairs on seating arrangements. For example: Guest count is 58, set up is 64 you will be charge for 64.

Linen

All linen must be ordered one (1) week in advance.

As a standard, we provide tablecloths for all food and beverage buffet tables. Linen charges apply for guest tables, registration tables, head tables and any additional tables that will not be directly used for food and beverage set up. We recommend you request same number of linens as you do tables from maintenance. Linen can be ordered by selecting Flavours/ Additional Services/ Linen.

Navy, light blue and white are our standard colors, other linen colors are available as special orders.

Service Staff

To ensure your event is a success attendants may be required, based on menu and style of service. When attendants are needed, there is a minimum charge of four hours. For events that are more than one meal an additional server may be added.

To request a server or bartender you may add it to your order by selecting Flavours/ Additional Services/ Server Fee.

Catering Equipment

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

Floral Arrangements

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

Food Safety

Due to health regulations, it is the policy of Saint Peter's University that excess food cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event. A waiver will be provided for signature.

Alcohol Policy/Service

All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. Saint Peter's University Catering reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service.

A full bar setup (if liquor is planned) at a dinner or reception is priced per service requested. All necessary bar items, not including the alcohol, are provided with this charge, including nonalcoholic beverages, ice mixers, napkins and glasses. We recommend at least one bartender for every 50-75 guests for service. One bartender per 100 guests is included in your bar package for a two hour service period.

At the conclusion of the event all alcohol must be removed from the premise by the host/organizer. Sodexo will not be responsible for storing left over alcohol. Sodexo will also not be held responsible for lost or missing alcohol.

Sodexo Exclusive Privileges

No external vendors will be permitted to provide food service on University property unless a written agreement is executed with the service vendor, a waiver is signed and a certificate of insurance must be issued. External vendors must accept full responsibility to clean and remove all trash related to their services. Events are subject to cancellation if the acceptable licenses are not provided by the external vendor prior to the schedule date. The university kitchens, food preparation areas and equipment are not permitted under any circumstances for external vendors use.

June 10, 2014

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