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Planning Your Special Event with UMW Catering

University of Mary Washington Catering has exceptional culinary skills and extensive capabilities to satisfy a wide range of catering needs. We are passionate about food and dedicated to making sure things are as perfect as possible for your special occasion!

Please use this guide to understand processes, procedures and expectations as we work together to achieve a smoothly executed and memorable catered event.

Our experienced event planning specialists are very consultative and will be happy to answer all of your questions and concerns and assist you in planning every detail. We look forward to serving you!

How to Contact UMW Catering

When you have a catered event in mind, please contact us as soon as possible. Even if you are not yet sure of such details as the exact event date, event location and number of guests that will be in attendance, it’s a good idea to touch base with us as early on in the process as possible.

Some catering arrangements through UMW Catering can be made by phone, email or online; other catering arrangements require an in-person appointment with one of our event planning specialists. It’s easy to get in touch with Flavours by Sodexo about your catering needs. Here are the options:

Visit Our Office: You may visit us in person at Seacobeck Hall. Our office hours are Monday - Friday, 8:30am - 5:00pm. Please be aware that we are closed on some holidays.

Visit us on the Web: You may contact us about your catering needs through our online catering website at www.umwcatering.com

Give us a Call: You may speak with an event planning specialist by calling 540-654-1930.

Send us an EmailCatering @umw.edu

Event Location Reservation

You must make arrangements to secure a location for your event. Whether your event will be taking place on or off the campus, you will need to “reserve” the space in order for us to be permitted to serve you in this location. If you haven’t reserved a room for your event, please speak with one of our sales reps, who will be happy to assist you.

Event Tables, Chairs and Other Equipment


You must make arrangements to secure tables, chairs and other equipment you may need for your event. If you haven’t reserved a equipment for your event, please speak with one of our sales reps, who will be happy to assist you.

Event Confirmation and Guarantees

No less than three business days from the scheduled catered event, you must sign a Catering Event Order/Banquet Event Order. You will also be asked to provide us with a “final” number of guests that will attend your event; the “estimated” number will be used if you don’t know the “final” number. This document will outline the terms of your agreement with our Catering Office and include all event details and requirements, including time, date, location, menu selections, number of attendees, professional services, equipment, and staffing. If you do not provide us with a final number, we use the estimated number.

Event Changes and Cancellations

No less than three business days from the scheduled catered event, please make us aware of any event changes (including increases or decreases in the number of attendees) or if your event needs to be canceled. Please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred by the Catering Office.

Event Payment

Payment must be received prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, American Express, cash, check, purchase order, department accounts and foundation accounts.

If your group is not a university, college or school:

• A deposit of 75% of is required two weeks prior to your scheduled event with the balance due on the day of the event.
• A service charge of 18% will be added to your bill.
• Sales tax of 11.3% will be added to your bill.

If you are a tax-exempt organization:

• You must submit a copy of your tax exemption certificate prior to the date
of your scheduled event.

Delivery Fees

There is no delivery fee for catering services held within name of building. Deliveries off of campus will be subject to a $25 or 10% delivery fee, which ever is greater, and not to exceed $100.00

Service Staff and Attendants

To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 50 guest, China Buffets will require additional attendants. Served meals are priced on an individual basis

The charge for each staff member is:

Attendants/Waitstaff
Station Chefs
Bartenders
$20.00 per hour (minimum 4 hours)
$30.00 per hour (minimum 2 hours)
$25.00 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. The cost to replace any missing or damaged catering equipment or supplies will be charged to your account. For very large events, speciality equipment may need to be rented at an additional charge.

China Charges

We provide high quality plastic products or eco-friendly serviceware unless otherwise requested. We offer china service for any event at an additional charge.

Full Meal Service and Silverware Price is included with event

Coffee or Beverage China Service
Full Bar Glass Service
Reception China and Silverware
Eco-Friendly
$2.00 per guest
$2.00 per guest
$2.00 per guest
$0.75 per guest

 

Floral Charges

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

Linens and Skirting

We provide linens and skirting for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks, meeting tables and boxed lunches, there will be a $4.00 price fee for each tablecloth.The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. We can also provide napkins to meet your color scheme for $0.10 each. Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of UMW Catering 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 and removed and disposed of by the host of the event.

Alcohol Policy

A full bar setup (if liquor is planned) at a dinner or reception is dollar amount per person/guest. All necessary bar items, except the alcohol, are provided with this charge, including nonalcoholic beverages, ice mixers, napkins and plastic cups. An additional charge for glasses will apply.

We recommend at least one bartender for every 75 guests for Beer and Wine service.

The charge for each bartender is:

Bartenders
$25.00 per hour (minimum of 4 hours)

 

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