2016-17 Catering Policy
To place a catering order, please call our main office at
828-232-5165 and we will be glad to place your order over
the phone or via email at catering@unca.edu. We can also
schedule an appointment with a catering planner to assist
you in customizing your event to meet your specific needs.
Please book room and table needs with the University
Building Coordinators and Facilities Management prior to
the event. Please remember we do not have access to any
rooms on campus and it is the responsibility of the client to
ensure that rooms are unlocked and catering tables are in
place 2 hours prior to the event. After finalizing the details
of your event, you will receive an event contract confirming
the event within 72 hours. Please carefully review all
information for accuracy prior to confirming your event.
All food and beverage arrangements must be confirmed at
least one week prior to the event date. Any event booked
within 3 business days of the event will be subject to an
additional $25.00 fee. All cancellations or changes must
be made 3 business days prior to the event date. If it is
necessary to cancel, 50% of the latest guaranteed contract
will become the responsibility of the guest.
Contact the Catering Department at (828) 232-5165
email any questions to catering@unca.edu
Business Hours: Monday - Friday, 8:00 am to 5:00 pm.
Guarantees
To ensure precise production, a final guarantee for the
number of guests to be served is required 3 business
days prior to the event date. Your guaranteed number of
guests represents the minimum billing. Should the number
of guests in attendance exceed the number guaranteed, it
will reflect in the final bill.
Minimums
The minimum order required for a full-service catered
event during normal catering hours is $75.00. Weekend
catering consists of events after 5:00 P.M. on Friday
afternoon and running through Sunday. For any event that
falls outside of normal business hours a minimum order of
$300.00 per event is required.
Billing Procedures
For all UNC-Asheville departments, a departmental
account number and email confirmation is due prior to the
execution of the event. A complete record of the event will
be sent directly to accounts payable for payment. If a food
service credit is being used, notification must be given
at the time of the initial request. Each event contact will
be invoiced via email or campus mail and the client will
have 5 days to review and contact Chartwell’s with any
discrepancies. If your event will be paid through personal
or private funds, please be prepared to pay the balance 5
business days prior to the event date. Checks can be made
payable to Chartwell’s Dining Services. We also accept
payments via Master Card and Visa.
Catering Notices and Cancellations
All orders must be received within one week prior to
the event date. Events that are contracted less than
3 business days in advance are susceptible to a Late
Booking Fee of $25.00. All events that are requested for
over 100 guests must be booked and confirmed 2 weeks
prior to event. All cancellations must be made 3 business
days prior to the event or client will be assessed a 50%
cancellation fee. Charges for catered events are based
on a maximum 2 hour service period. Any event that is
extended beyond the originally scheduled end time and
delays catering services’ ability to clean up, will result in an
additional $25.00 Extension fee. An additional labor fee at
a rate of $10/hour will also apply if the event gets extended
past the contracted end time.
Flowers, Linen, and China
We will be glad to order special floral arrangements or
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2016-17 Catering Policy, continued
decorative requests for an additional fee. Catered events
using standard china will be assessed an additional cost
per person and limited by University china reserves. If
University China is not available then additional charges
will apply, please consult your catering salesperson for
availability. Linens and skirts are also available for an
additional charge and requests need to be made in
advance. The charges are as follows:
85” square tablecloth (used on rounds)
114 Banquet Cloth (used on 6 ft. rectangles)
Table Skirts Placemats Linen napkins $2.25 each
$2.79 each
$15.99 each
$1.59 each
$.79 each
Removal of any centerpieces, including any garnishes
or whole fruits and vegetables used to enhance an
event, serving pieces, or flowers not ordered by client,
will result in a minimum replacement charge of $30.00.
Service Options
Served Meals
Please add $2.59 per person china charge (Please check
availability) and use the following formula to calculate the
additional cost of the function:
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•
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For every 15 guests, add 1 server – for increased service
additional staff can be added.
Labor is charged at $10.32 per hour, per server (4 hour
minimum)
Bartending & Chef services are charged at $15.50 per
hour, per bartender (4 hour minimum)
China Buffet Service
Silverware, Glassware and China plateware is available for
an additional charge. Rates for china service are as follows:
Breakfast and Reception:
Lunch and Dinner:
$1.29/person
$2.09/person
Bar Set-Ups
All bar set-ups include ice and cocktail napkins. Bartender
fees are $15 per hour plus set-up fee for 1 hour before
and 1 hour after the event (4 hour minimum). These
prices are for quality green Corn cups. We will be glad to
provide your bar set-up with glassware for an additional
$1.29 per person. Please consult with your catering sales
person about receipt of beverages and your needs for
service. North Carolina law prohibits us from purchasing,
transporting or storing any alcoholic beverages. At the end
of the event, any remaining alcohol must be removed from
the premises.
Delivery Fees
For deliveries off campus, catering services will quote
customers a delivery charge fee depending on services
rendered. Pick-up is available at no additional charge
between 8am-5pm, 7 days a week. Anyone wishing to
pick up their order will not be assessed a delivery fee.
Items borrowed for pick-up orders must be returned to
brown hall at the conclusion of the event. If equipment
is not returned or returned damaged, a full replacement
fee will be assessed. It is the guests’ responsibility to
ensure facilities and rooms are unlocked for set-up,
delivery, and/or clean-up services. Should a room be
unavailable when catering services arrive, a return
trip will result in an additional $25.00 charge on your
bill. Please contact University Reservations to ensure that
your event is scheduled and the appropriate equipment is
reserved. It is the responsibility of the client to reserve all
tables needed for catering events through the university.
If tables are not delivered 2 hours prior to the event we
reserve the right to charge an additional Setup Fee of
$25.00. Please inquire about table requirements at the time
of your order if you have any questions.
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