Room Reservations
As soon as the date for your event has been selected, contact the Catering Office to reserve the necessary catering services. If the event is to take place on the Westminster College campus, you will need to first contact the Office of Scheduling at 801.832.2522 to Reserve a Room then, Campus Events at 801.832.2520 for Room and Table Arrangements.

Guest Count and Guarantee Policy
The expected count you give us should be as accurate as possible. The catering department will plan; purchase and bill for all the guests you indicate will attend. Any event cancelled within 24 hours will be billed the full amount.

Menus
We suggest that all orders be finalized with the catering team a minimum of 7 working days prior to the event to assure an appropriate lead time for ordering and preparation.

Catering Services reserves the right to substitute items in the event of product unavailability. We will make every attempt to inform you of this change as far in advance as possible. Please discuss with your coordinator any special dietary requirements. In case of inclement weather, please discuss with our Manager a secondary plan to insure the success of your event.

Food and non-alcoholic beverages must be provided by Sodexho at catered events, with the exceptions of wedding cakes, special mints, and other approved specialty items.

• Per “Utah” Health Code, Sodexho does not allow any leftover food items to be taken home.

Alcoholic Beverage Service
Alcoholic beverages may only be served on the Westminster College Campus when permission has been granted through an Alcohol Permit Application available through the Office of Risk management 801.832.2565. Under no circumstances may alcohol be sold for cash or scrip without a “Special Occasion License” issued through the State of Utah. Sodexho will strictly enforce all Utah laws pertaining to the service of alcoholic beverages.

Bar Service
The Sodexho staff will be pleased to assist you in the service of alcoholic beverages. All bar service must be staffed by Sodexho personnel. Sodexho reserves the right to review the identification of any guest to insure that no alcohol is served to any minor and to discontinue service to any guest that appears to be legally intoxicated. In addition, all service of alcoholic beverages will be required to cease thirty minutes prior to the end of the event.

Sodexho does not stock alcoholic beverages. Each client is responsible for the purchase, delivery and pick up of the alcoholic beverages to be consumed at their event. Beverages should be delivered to the Catering Office in boxes 24 hours prior to the event for proper storage and chilling, if required. All boxes must be sealed and clearly labeled with the name and the date of the event. Any unconsumed beverages must be removed at the conclusion of the event. Items not retrieved 72 hours after the event will become property of Sodexho.

The hourly fee for bartending services is $25.00 per bartender, with a minimum of four (4) hours. Where an outside party is used for bartending services, there may be additional charges and gratuities applied per event. This fee includes the dispensing of wine, beer and or mixed drinks. Sodexho must provide any juices or carbonated mixers and soft drinks. The charge for necessary mixers is $1.50 per person and is based on the client’s final, guaranteed count. Glass service is an additional $1.00 per person. Unusual glassware or ingredients may incur additional charges.

Labor Charges
Most of our events include set up and service labor. Although additional charges may apply to specific requirements. The Catering Office will inform you of any surcharges when you are booking your event. Should you choose to extend the length of your event beyond the contracted time; additional labor charges per hour will be charged. In addition, a $150.00 cleaning fee will apply should it be necessary to remove any excessive waste after the event (i.e. bird seed, confetti, intentionally broken glassware, etc.) The client will also be responsible for replacement costs of any damage to or losses of property owned by Westminster College or Sodexho that have been incurred as a result of the actions of any of the client’s guests.

Room Reservations & Arrangements
Should the room not be used “as is” or left in its original manner an additional Set-up/Breakdown charge will apply to cover Sodexho labor costs. We highly suggest coordinating room and table arrangement through the Office of Scheduling at 801.832.2522.

Guarantees & Payment
In order to prepare for your event, an appropriate amount of time is required to arrange service staff and food deliveries. For school sponsored functions associated with a direct billing account all guaranteed, final counts are due 72 business hours (M-F) prior to the event and a one week notice is preferred for all events.

Event billing is based on the guarantee or the number that is served; whichever is greater. For guarantees not confirmed, it will be assumed the guarantee will be the estimated number of the initial order. Sodexho will always prepare for 5% over the guaranteed count.

For every event a confirmation sheet detailing the service time, menu, location and applicable charges will be on file with the Catering Office two weeks prior to the event. Sodexho will accept cash, personal checks and most major credit cards.

Cancellations
All cancellations should be called into the Sodexho Services Catering office as soon as possible. Events or menu items cancelled less than 72 business hours (M-F) before the scheduled date will be charged 25% of the invoice, less than two business days will be charged 50% of the invoice and less than 24 hours notice will be charged 100% of the invoice.

Decorations
Arrangements for floral centerpieces and sepia props may be made with the Catering Office at an additional cost. All decorations must conform to local fire department guidelines. If no special decorations for buffets and table tops are indicated Catering Services will use their discretion. No decorations of any kind are to be affixed to the walls or ceilings of the event rooms. In most cases, rooms will be available for decoration prior to the event, although it must be confirmed with both the Catering Office and the Office of Scheduling.

Audio Visual
A complete line of audio visual equipment is available through Westminster College. Sodexho is not responsible for the reservation, set-up or breakdown of any such equipment. Additional charges may apply through the school.