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Our team of catering professionals is available to assist you with planning every aspect of your event.  Should you desire a customized menu for your event, we will be happy to meet with you to create a unique menu.

Please contact us to make an appointment to create your perfect event.

Phone Number: (502) 272-8349
Email: catering@bellarmine.edu

Sincerely,

Your Sodexo Catering Team

Event Planning Guidelines
We pride ourselves in being able to meet everyone`s catering needs. The following steps will help you through the process of organizing your special event.

Arranging and Reserving a Date
Even if the date of the event is only tentative, please make arrangements with the catering department so that we can at least get you on our calendar. You may contact the catering department at 502.272.8349, by emailing us at catering@bellarmine.edu/ or stop by our office located in the George G. Brown Center. Some arrangements can be made by phone or email, others require an appointment with our Catering Director. The office hours are Monday through Friday 8:30 AM to 5:30 PM. Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk through the process or you may go to our website address. On-line menus, accessible from your desktop, make ordering easier than ever. Our on-line catering programs allow guests to save and review order history, place recurring orders and favorites without re-keying and provides documentation for every step of the process. Catering arrangements and menu selections should be confirmed within 3 days of your event. While we can sometimes accommodate your needs with less lead time, sufficient notice allows us to schedule production and staffing. After we have finalized all the details of your event, you will receive a confirmation sheet to confirm with a signature. Please carefully review all information on this confirmation sheet for accuracy and completeness before signing. Make any necessary changes, sign and return to us 3 business days prior to your event.

Reserving a Location
Whether on or off campus the event location needs to be reserved before we plan your event. Reserve space by contacting 502.272.8100. Internal groups will contact Facilities x 8117 to arrange for tables, chairs, trashcans and other equipment. When reserving the location please allow ample time for setup and breakdown of your event. Our catering coordinator can assist you with planning your event timeline.

Changes/Guarantees/Cancellations
All cancellations and changes referring to the menu, count, and event arrangements must be confirmed 2 business days prior to the event. Functions canceled with less than number 2 business days notice may incur a charge. We will prepare for the estimated number and charge accordingly should a final count not be confirmed.

Payment
All catered functions must be secured by payment before they occur. University Departmental Accounts, Checks, Visa, MasterCard, or American Express are all valid payment methods. Groups not billing through a University account are required to make a deposit of 75% two weeks prior to their event with the balance due on the day of the event. Non-University groups are subject to an 18% gratuity and 6% sales tax for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.

China Charges
Our Catering Department offers high quality disposable products unless otherwise requested or noted. We also offer china service for any event at an additional charge. Specialty china charges will be quoted according to event requirements.

Full Meal China and Silverware Service $5.00 per person
Coffee or Beverage China Service $1.25 per person
Full Bar Glass Service $1.75 per person
Reception China and Silverware Services $1.25 per person

Linen
As a standard, we provide tablecloths for all food and beverage tables. Linens for guest seating tables can be provided at an additional charge. The same applies to registration tables, nametags, head tables and any additional tables that will not be directly used for food and beverage set up.

85 square for round tables $5.00 per cloth
114 rectangle for 6 and 8 banquet tables $5.00 per cloth
Cloth and Skirt $15.00 per table
Table Drapes $15.00 per table

Other linen colors, depending on availability, may be placed as special orders. Specialty linens are also available for your food and guest tables at an additional cost. Please discuss specialty linen options with our Catering Director.

Service Staff
To ensure that your event is a success service staff may be required. We will plan staffing according to the specific requirements of your event. When attendants are needed, services are at an additional charge of $25.00 per hour, per server or station chef with a four hour minimum charge per person. Continental breakfasts, breaks, and receptions are priced for self-service. Buffet-style functions are staffed as needed to assist with tending the buffet and included in the per person price. All additional service, including table service, is additional and priced on an individual basis.

Catering Equipment
As the host of the catering event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. For very large events, specialty equipment may need to be rented at an additional charge.

Floral Charges
We will be happy to order, receive and handle specific floral and decorative requests. Additional fees may apply depending on with your specific needs.

Food Safety
Due to food safety liability, guests may not remove food from the function site.

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