Policies
ReservationS
If you would like to discuss options for your event, please contact Sewanee Catering at 931.598.1334 or via email at catering@sewanee.edu. Submitting an online order request does not guarantee confirmation for your event. Sewanee Catering will be in contact regarding your event confirmation with 1-3 business days after receipt of your request. Room reservations are made through the University's event management system. Please schedule the room at least two hours before and two hours after your event, to allow for catering and FM, if needed, to set up and break down. To request a bartender, contact bars@sewanee.edu. Sewanee Catering will need to know as well if you wish to include a bar and will provide in your quote the charge for the appropriate bar set up (like ice buckets, ice, garnish, glasses, etc.). The bartender and alcohol are a separate charge handled by Conference Services.
Room Setup
Please contact Facilities Management, fm@sewanee.edu, directly to arrange for delivery, set up and break down of any tables and/or chairs you need for your event. Please confirm with the catering office to ensure there are enough tables for the back of the house operations. If you are not using a University departmental budget number, tables and chairs may be requested from Reliable Rental out of Winchester, TN or you may use any outside rental company for assistance. Linens will be supplied through catering for your event and charges will apply for linens outside of food and bar tables. Please note, Sewanee Catering does not supply linen for events that we are not catering.
Menu and Booking
To ensure the availability of your menu, we request your form be submitted 10 business days prior to your event date for banquets, buffets, receptions and coffee breaks. We also request the submission of date, time, location, and estimated number of guests at this time. We will need a final guest count 5 business days prior to the event date. A 20% surcharge will be applied to events scheduled within 48 hours of execution, events scheduled on Legal or University recognized Holidays and/or University Administrative Breaks. If you would like help in regards to selecting a menu for your event or any other services and customizations, please contact catering@sewanee.edu or 931-598-1334.
Attendance Guarantee
A guaranteed number of attendees must be received 5 business days prior to the event. This time is required to ensure adequate level of staffing and sufficient quantity of food for the event.
Cancellations
If an event is canceled within 72 hours prior to the event time, the client is responsible for any incurred food costs. If cancellation is within 24 hours, the client is responsible to pay the full charged amount.
Service Charges
The time allowed for all standard events is two hours. An extended service is available with a notice in advance at the hour rate of $25.00 per service employee. Also, the customer will be charged an overtime fee. Off-campus and non-university events will be subjected to an 18% charge and sales tax if applicable. Service charges are dependent upon the number of staff required to fulfill event needs.
Delivery
We require orders for delivery to be placed no later than 5 business days prior to the event date. All delivery drop-off events will be charged at least a $50.00 delivery fee. Items will be sent in disposable containers with disposable serving utensils, cutlery, napkins, plates and cups if applicable. Client is responsible for clean up and disposal of any leftover items from your event. Sewanee Catering does not supply linens or catering equipment for delivery drop-off events.
For delivery of events outside of the campus, please contact catering@sewanee.edu.
Staffing
For staff attended events such as banquets, buffets, and receptions, service charge will be determined per staff member needed to carry out the event's requirements.
Pick-up information
If you are picking up your order from McClurg Dining Hall, there will be no service fee. You may drive to the back dock of the dining hall and come to the kitchen door, you may ring the buzzer and our kitchen staff will assist you with your order. Please bring a copy of your invoice and any remaining payment.
Linen Service
Linens are included in the price for the tables used to set up the buffet meals and bars. There will be a per linen charge if you would like tablecloths for any additional style tables used for seating or standing (round, bistro, etc.) We provide white tablecloths and optional purple overlays. If you would like a customized color, please contact the catering office (catering@sewanee.edu, 931-598-1334). Custom linens may take up to 4 weeks to arrive. Please note, Sewanee Catering does not supply linen for events that we are not catering.
Payment
A 50% deposit is required for all off-campus organizations at least 10 business days prior to the event. The remainder of the balance is due prior to the event. Any billing which is not paid within 30 days from the date of the event will be charged an additional 1% fee.
Food policy
Food safety, and the health of our guests is a high priority at Sewanee Catering, therefore our policy is that all food on display is for consumption at the event only for departmental (paid with University budget number) staffed events. This policy does not apply to events that are pick up or delivery. Please order accordingly. Unused product from Sewanee Catering events is to be handled by Sewanee Catering Staff and cannot leave the building with the client or guests.
