PLANNING YOUR SPECIAL EVENT AT
CHAPMAN UNIVERSITY
SODEXHO CATERING GUIDELINES
We pride ourselves in being able to meet almost any catering need. The following steps
will help you through the process of organizing your special function.
Arranging & Reserving a Date
After scheduling your event with the Conference and Events office please make
arrangements with the catering department so that we can get your event on our records.
Catered event pricing include the first 2 hours of service. Other information such as
location, number of guests, time of the function, billing information and menu selection
need to be decided at least seven (7) business days before the function. You may contact
the catering department via phone (714) 532-6070 or contact us at
catering@chapman.edu.
Reserving a Location
To reserve a room for an event, please contact the Conference & Events department at
(714) 744-7061. Sodexho Catering Services will determine and order how many tables
needed to set up the food and beverage service. Specific room set ups, guest’s tables,
chairs, trash cans and other equipment will need to be arranged by you through the
Facilities/Media department at (714)628-2728.
Contact the Catering Office
At least seven (7) days or sooner before the event, contact the catering office at (714)
532-6070, email us at catering@chapman.edu, or stop by our office located in Argyrous
Forum room 204. Some arrangements can be made by phone or email; others require an
appointment with the Catering Coordinator/ Event Planner. This is the time for a
thorough discussion of all specifics and details. We can help you make all the necessary
decisions to determine which of the services that we offer would best fit your needs.
After we have finalized all the details of your special event, you will receive a Contract to
be signed and sent back to the office. Changes including the customer guarantee count
and payment, MUST take place at least of three (3) business days prior to your function.
Charges will be incurred if you make any cancellations after the time frame.
Event Confirmation & Guarantees
A guarantee is required three (3) business days prior to your catered event. This
confirmation and guarantee will include a signed contract, the exact start and end time,
location, attendance, menu choices and room set up. If you do not contact us with a final
count within three (3) business days allowed, we will prepare for the estimated number
and charge accordingly.
SODEXHO CATERING GUIDELINES
AT CHAPMAN UNIVERSITY
Event Cancellations
If your event is cancelled, you are responsible for contacting the catering department by
e-mail. You will be liable for up to 100% of your food bill for any event that is not
cancelled within 1 –2 business days prior to your event, and confirmed in writing by the
customer.
Payment
All catered functions must have a secured payment before they occur. For our OnCampus clients the recommended form of Payment is the Campus issued budget number.
Non-University related groups are required to make arrangement s with the Conference
and Events office at the time of scheduling the event.
Delivery Fees
There is no delivery fee for catering services held within Campus grounds. Delivery
outside the Campus will be subjected to a delivery fee. See the Catering Director for
details.
Alcohol Policy
All alcoholic beverages must be served by our personnel, and consumed in designated
areas. Proof of age will be required as all guests must be 21 or older. Sodexho reserves
the right to refuse service of alcoholic beverages to any person.
We recommend one bartender for every 75 guests for beer and wine. For full service Bars
we recommend 1 bartender for every 50 guests. Each bartender is an additional charge
based on the number of guests at a 3 hour minimum shift per bartender.
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. Any missing or damaged catering equipment or
supplies will be charged to your account at replacement cost.
In the occurrence of a very large event, specialty equipment may need to be rented. We
can provide this for you at an additional cost. Decorative requests will require notice at
least five (5) business days prior to your event.
We will 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, and meeting tables
there will be an additional charge. The same applies to registration tables or any special
table set ups.
SODEXHO CATERING GUIDELINES
AT CHAPMAN UNIVERSITY
Skirting can be done on any table not exceeding one inch in thickness. We can also
provide our in-house napkin selection to meet your color scheme. Specialty linens and or
colors are available upon re-quest at an additional cost.
China Charges
Our catering department provides high quality plastic products as our standard, unless
otherwise requested. China and glassware is available at an additional charge.
Food Removal Policy
Due to health regulations, it is the policy of the Sodexho Catering Services that excess
food items from events not be removed from the event site. To go containers will not be
provided for any Catered event. Items purchased for pick up should be properly stored
prior to the event and removed and disposed of by the host of the event.
Floral Charges
We will be happy to order, receive and handle specific floral arrangements for you.
An additional fee will be determined in accordance with your specific needs.
Please contact catering at 714-532-6070
Or email us at catering @chapman.edu.