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Planning Your Special Event

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 sales department at (563) 333-6013 or by emailing us at saucatering@sau.edu, through our website at http://web.sau.edu/foodservice/catering.html. Some arrangements can be made by phone or email, others require an appointment with the Catering Sales Coordinator. The office hours are Monday through Friday 9:00 AM to 5:00 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 and 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 5 business 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 form to confirm with a signature. Please carefully review all information on this event order form for accuracy and completeness before signing. Make any necessary changes, sign and return to us 3 business days in advance of the event.

Reserving a Location

Whether on or off campus the event location needs to be reserved before we plan your event. Please contact Sophia Pierce, Event Coordinator at the Rogalski Center, St. Ambrose University: (563) 333-6253 or email piercesophiah@sau.edu

Changes/Guarantees/Cancellations

All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed 3 business days prior to the event. Functions canceled with less than 3 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 Department Account Number, Checks, Visa, MasterCard, or American Express are all valid payment methods. Non-University related groups 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 12% service fee and sales tax of 7% 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 Sales/Event Planning Office, offers eco-friendly service-ware unless otherwise requested or noted. We also offer china service for any event at an additional charge of $3.00 for all events taking place outside of the Rogalski Center.

Full Meal Service and Silverware
Coffee or Beverage China Service
Full Bar Glass Service
Reception China and Silverware
$3.00 per guest
$1.50 per guest
$1.50 per guest
$1.50 per guest

Linen

As a standard, we provide tablecloths for all food and beverage tables. Linens for guest tables are included with full service plated of breakfast, lunch, dinner and buffets. Linens for guest tables at receptions, continental breakfast breaks, and boxed lunches 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
114” rectangle for 6’ and 8’ banquet tables
Cloth and Skirt
Napkins
$2.50 per each
$2.50 each
$5.00 per table
$.50 per napkin

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 set up an appointment to view the linens.

Attendants

To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. If additional time is needed, a fee of $ 15 hour, per attendant, will apply. $15.00, with a minimum of four hours.

Service Staff

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per person price.

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 for an additional fee determined in accordance with your specific needs.

Food Safety

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

 
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