Special Events Guidelines

1
Special Events Guidelines Designed to assist you
in planning your special event. Provides
suggestions for various types of dining
experiences details the ordering procedure.
Facility Reservations and Arrangements - It is
incumbent on the department or individual sponsori
ng the event to make all facility reservations
and arrangements. This includes pre-event set up,
breakdown and cleanup as well as arranging for
the room furniture, table and chairs to be set up
to your exact specifications. Reservations for
special events should be made 3 business days
prior to the event. This permits time to make all
facility reservations and arrangements.
Equipment - The department or individual
sponsoring the event will be held responsible
for any and all equipment utilized for the event.
The Dining Service cannot lend equipment.
Billing - In order to provide food or beverage
for any college sponsored event, the
Dining Service must be in receipt of a completed
Food Request Form. The form must be signed
by the Department Head sponsoring the event and
the Vice President of Administrative Services one
full business day before the event. (For Academic
Departments - all requests must follow Academic
Administrative Guidelines and require the Vice
President and Dean of Academic Affairs signature
prior to submission to the Business Office).
Pricing - indicated in this brochure are for
events scheduled Monday through Friday, 730am to
200 pm. Prices are subject to change depending
on size and staffing needs for an event scheduled
for late afternoon, evening, Saturdays, Sundays
or during semester breaks. Tax Exempt -
organizations must provide FSA Dining Services
with a copy of their certificate. Guaranteed
Attendance - A guaranteed number of participants
for your banquet meals should be submitted 4
business days prior to your event. You will be
charged for 100 of the guaranteed amount, even
if fewer guests attend the banquet. We will,
however, prepare for 5 over the guarantee.
Cancellation or changes in count after this time
will result in a charge to cover costs of food
and/or labor already incurred. China and Linen
- Included with the price of catering is complete
paper service. China and linen can be provided at
an additional cost of seven dollars and fifty
cents 7.50 per person. Dining Services
guarantees the quality, taste and safety of all
products we serve. Therefore, we cannot prep,
cook, reheat and/or serve any products that are
brought from home or donated. Minimum
order for free delivery is 25.00. If minimum is
not met, there is a 25.00 delivery charge.
2
Sample Form, available in FSA Dining Services
Public Folder Food Service Request All F.S.A.
Food service orders for College and Grant funded
functions require the following procedures 1.
Verification of appropriation availability or
verification that grant provides funds for
particular function. 2. Complete this F.S.A.
Food Service order form. Prior to submission of
any order to the F.S.A. Food Service the
following are required A. Approval from the
Dean/Department Head. B. Final approval from
the Vice President and Dean of Administrative
Services. In order to avoid delays, steps 1
and 2A should be completed prior to submission to
the Vice President and Dean of Administrative
Services for approval. Please be advised that
strict adherence to the above procedure is
necessary since the F.S.A. Food Service cannot
fill orders without proper approval(s))) and
authorization. Day ____________________ Date
____________ Time ___________________ Department/
Contact___________________Contact Phone
_________________ Number of People ________
Function Location_______________ Time of
Function _______ Menu/Beverages
Prices __________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
____________________________ TOTAL
Billing Notes WCC Org. Code _________-
__________- __________ Account
______________ Event Sponsor ____________________
___________________________________________ Date
__________________ Requested
By _______________________________ Date
__________________ Approval(s)))) Funding
Verified Yes No
By__________________________________ Approved -
Dean/Dept. Head___________________________ Date
______________ (Academic Departments require
approval of the VP and Dean of Academic
Affairs) Approved - VP and Dean of Academic
Affairs ____________________ Date
________ Approved - VP and Dean of
Administrative Services _______________ Date
________ IM.elc 10/01/09