Policies

If you are not seeing a menu selection you would like, we would love to talk to you and help customize a menu for your event. We want to ensure that we are providing you with the very best options for you to select for your guests so please let us know if there is something you do not see in our order guide. If you have any questions, please don’t hesitate to contact the catering department at: cater@wou.edu or call 503-838-8639

On Campus Delivery is available Dependent on staffing and size of orders.

$20.00 - For delivery of small orders using one staff member. Large orders will occur additional staffing to deliver and pick up at a rate of $15.00 per additional staff.

$30.00 - For delivery of orders requiring use of Catering transportation. You may arrange with the Catering Department to pick up your own order, in which case, no delivery fees will be charged.

Equipment needs to be returned within 24 hours or an equipment charge of 10% per day will be added to your billing.

· Note: Due to liability issues, no leftover food will be sent home unless arrangments are made prior to your event. Requests for pricing for items that are not currently listed in our catering guide may take up to 7 business days to be completed. Please plan accordingly!

Adjustments to menus can be made to accommodate special dietary needs*. Please let us know if this will be necessary when you are booking your party.

Event Service After-hours Fees The standard operating hours for all deliveries including set-ups and teardowns are Monday through Friday from 7 a.m. to 7 p.m. and Saturday and Sunday from 7 a.m. to 7 p.m. with an additional $50.00 flat fee to cover labor. Delivery services required before or after these standard service times will incur a $50.00 flat fee to cover the additional labor charge. Clients will incur additional labor fees for events occurring on a university holiday. Unscheduled return trips due to late meetings, locked buildings/rooms or any other reason the catering and/or set-up equipment is not able to be set-up or retrieved at the specified times will incur an additional fee of $50.00. Clients will be asked for cell phone numbers for day-of communication.

Catering and Campus Policies

CAMPUS FOOD GUIDELINES

WOU Catering is the primary food vendor for all catered University events and the exclusive caterer for events in the Werner University Center.

For further details, please refer to the “Campus Food Policies” on the Policy Council webpage, under the Student Affairs tab.http://www.wou.edu/policycouncil/view-policy/?ppolicyid=129

If you plan to provide your own refreshments for your event, you must complete and submit a Campus Dining Food and Beverage Approval Form (Access this form via the link above - scroll to Campus Food Policy.)

BILLING INFORMATION

Campus Departments may pay for catering by journal vouchers. After the event, a copy of the J.V. will be sent to the department billed.*

Catering accepts payment via cash,check,Visa or Masterdard

Off-campus and personal events require a 50% down payment when the event is confirmed. For off-campus and personal events the contact person will be sent an invoice for the remaining amount and payment will be due 30 days from the time of billing.

• Please call 503-838-9400 for questions regarding billing.

* If you choose to have your event billed to a department index, you will need to submit the “Non-Travel Meals and Refreshments Pre-Approval form” (Scroll to “Non-Travel Meals, Refreshments, and Hospitality Expenses” under OUS TRAVEL POLICIES) to the Business Office for approval. All catering events must be paid within 90 days , a 10% fee will be assessed for each late billing cycle.

 

ROOM RESERVATIONS

All space requests for vendor tables, meetings, events, conferences, or other program spaces should be submitted online at Western Oregon University’s reservations website located at http://www.wou.edu/astra

WOU-Sponsored or a Non-Affiliated customer groups wishing to reserve a facility on campus must contact the Coordinator, Conference, and Event Services at conferences@wou.edu or call 503-838-8658

Please note, Catering can only supply food, beverages, and linens. All table, chair and room setup specifics need to be arranged through the building managers.

To reserve Gentle House, call the Office of Gentle House at 503-838-8673

LINEN

Linens are provided for food and beverage buffet Tables. Black tablecloths with red napkins are our standard colors.

NOTE: Guest table linens are not provided for Brown Bag Lunches, pick-up orders, and Pizza Table linens and linen napkins for guest tables can be ordered. Please contact the Catering Coordinator for additional color choices, specialty colors must be ordered in quantities of 5 or more with 14 days notice.

PRICING FOR ADDITIONAL LINENS: TABLECLOTH: $9.00 NAPKIN: $0.75

GUEST COUNTS

Final counts need to be confirmed a minimum of 5 business days prior to the event. If no final updates are made, the guest count from the initial confirmation will be used. ·For counts greater than the guaranteed number, we will do our best to provide a comparable meal and service.

Catering orders require at least 10 business days in advance of the event. Orders placed less than 7 business days before the event will be charged an Express Service fee equal to 15% of the total bill, with a $5.00 minimum.

If cancellations are received less than five working days before the event, an amount equal to 50% of the guarantee OR actual costs to Catering may be charged to cover expenses that may have already been incurred by the Western Catering Department.

CATERING HOURS AND LABOR

China Buffet Service:

(2-3 hours for service + clean up)
0-25 guests:1 employee, $15/hour
25-100 guests: 2 employees, $30/hour
101-150 guests: 3 employees, $45/hour

Professional Production Staff:
(outside BBQ, action stations, etc.) $50 /hour
Plate Service Fee: $3 per plate