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Planning Your Event

Flavours by Sodexo 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 FLAVOURS BY SODEXO

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 venue, Centre College Campus, you will need to officially “reserve” the space in order for us to be permitted to serve you in this location. To reserve a room for an event, please contact (859)238-5464. Also you may want to list rooms that are available for catered events.

EVENT TABLES, CHAIRS & OTHER EQUIPMENT

You must make arrangements to secure tables, chairs and other equipment you may need for your event. Please contact 859-238-5550 to make these arrangements.

EVENT CONFIRMATIONS & GUARANTEES

No less than 3 days from the scheduled catered event, you must sign a 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 3 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% is required two weeks prior to your scheduled event with the balance due on the day of the event.
  • An administrative fee 18% will be added to your bill.
  • Sales tax of 6% 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 Centre College Campus. Deliveries outside the campus venue will be subject to a $35 or 10% delivery fee, whichever 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 25 guest. Served meals are priced on an individual basis.

    THE CHARGE FOR EACH STAFF MEMBER IS:

  • Attendants/Waitstaff $20.00 per hour (minimum 4 hours)
  • Station Chefs $100.00 first 2.5 hours ($50 every 1/2 hour after that)
  • Bartenders $75.00 first 2.5 hours ($50 every 1/2 hour after that)

  • 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, specialty equipment may need to be rented at an additional charge.

    CHINA CHARGES

    We provide high quality plastic products unless otherwise requested. We offer china service for any event at an additional charge:

  • Full Meal China and Silverware $2.75 per guest
  • Coffee or Beverage Glassware $2.00 per guest
  • Full Bar Glassware $2.25 per guest
  • Reception China and Silverware $2.00
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    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 for each tablecloth. Other tables may be skirted and covered at $4.00 per tablecloth and $10.00 per skirt. Drop cloths that are 90 x 156 for 8-foot or 90 x 132 for 6-foot tables are available at $10.00 per drop cloth. 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 $.15 each. Specialty linens are available upon request for an additional charge.

    FOOD REMOVAL POLICY

    Due to health regulations, it is the policy of Flavours by Sodexo/Centre College 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

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

    ALCOHOL SERVICE

    All hosts of events offering alcoholic beverages to guests must contact Glenda Beaven at (859)238-5464 for a full copy of Centre College's Alcohol Policy.

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