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Review Our Catering Policies
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CATERING POLICIES & PROCEDURES
The Office of Events and Conferences Pacific University
Before you book with us, start by contacting the Pacific University Office of Conferences & Events Support Services or visit the on-line booking site at http://schedule.pacificu.edu/EmsWebApp/Default.aspx . Reserve the date and location of your event as early as possible, even if the date is tentative. Staff members will check availability of space and arrange set-up of your event, including table and seating needs, floor plan, podiums, and audio/visual needs. For the Pacific University Office of Conferences and Events Support Services, please call (503) 352-2206 or email schedule@pacificu.edu
Placing Your Order
Catering orders may be placed online through our online ordering system; CaterTrax. Special event inquiries should be addressed directly with the Catering Manager at (503) 352-2206.
The catering department should be made aware of any program-specific details: meetings, speakers, or any other activity that will occur before, during, or following the time catering service is requested. This may affect our ability to properly set up, service or clean up your event.
Catering orders must be placed no later than seven (7) business days prior to the event. Custom menus require at least two (2) weeks’ notice.
Delivery is complimentary for all onsite orders of $60.00 or more. Orders not meeting this amount will incur a delivery charge of $15.00 to cover incremental costs.
Off Site delivery will incur a charge of $25.
Catering orders are not considered booked until you are contacted by Bon Appétit with a confirmation.
Menu & Guest Count Changes
When ordering catering, please provide an estimated guest count, then a guaranteed guest count three (3) business days before the event. You will be responsible for the guaranteed number or the actual number, whichever is greater.
Any cancellations, menu changes, or restrictions must be confirmed no less than three (3) business days prior to the event date. Changes inside the three day window will incur additional labor charges.
Event cancellations within than three (3) business days will result in the client being charged 50% of the total contracted order price.
Event cancellations occurring within 24 hours of the event will result in the client being charged 100% of the total contracted order price (including any charges for rented equipment, linens, etc.)
Late Orders
Bon Appétit Catering will make every attempt to accommodate late requests based upon product availability and previously scheduled catering events. A rush charge of $30.00 may be applied.
The rush charge covers accelerated ordering and staffing, as well as any fees we incur from the rushed order. Proper notice enables us to adequately order, staff, and plan for the event.
China Usage
Unless otherwise specified, disposable service ware is included in all our catered event pricing.
Formal service ware (china, silverware and glassware) is available for most catered events. Charges per person will be applied.
Labor
An additional charge for labor may be applied to an order that has china service.
Additional labor costs may incur if the scheduled event time is greater than amount originally stated on an order.
Events held outside our normal hours of operation, 7:00 a.m. - 8:00 p.m. during academic periods and 8:00 a.m. - 5:00 p.m. during break periods, will incur an additional labor charge.
Events exceeding four hours may incur an additional labor charge.
Labor is billed at a per hour cost of $40.00 per hour for servers or $180.00 for up to 4 hours of service for OLCC servers.
If a group needs extended mealtimes, these extentions will need to be approved by the director and vary with the number of guests guaranteed. The pricing tier for the extended service hours are:
Quantities
We commit to providing quantities for the number of guests confirmed, including an industry standard buffer.
Platters are produced and priced in ten guest increments.
Appetizers are priced by the dozen. We recommend 2-6 pieces per guest depending on the style of service.
In some cases, food and beverages are ordered by specific quantity. We can recommend an amount based on experience and average consumption to fit your needs.
Dietary Restrictions
In the interest of providing a safe and enjoyable catering experience, it is important that our clients make Bon Appétit fully aware in advance of any guest dietary restrictions, food sensitivities, or allergies. To ensure greatest guest satisfaction we require three days of advance notice for any dietary modifications.
Confirmations
Please review the information on the catering contract carefully and reply via email with an authorized consent or changes of the contract.
A budget number or other means of payment must be provided prior to delivery. Bon Appétit cannot provide services without this information.
Linen
Linen for food and beverage tables will be provided at no charge. Substantial breakfast buffets, lunch and dinner buffets include linen for seating tables. Hollow square and u-shape table configurations may incur additional linen costs.
Extra linens are available at $5.25 per piece. Please inform catering of any display, registration, name tag or materials tables you require linen for. This ensures we have the amounts/colors requested in stock.
Equipment
For any event not attended by catering employees, you are responsible for all equipment provided from the beginning of the event until clean-up time. Removal of any service item is prohibited.
You will be notified of any missing items and have 24 hours to return the items to the Bon Appétit main office.
Any items not returned within this time frame will be billed at full replacement cost to the department responsible for the event.
Removal of Food
The handling of food in a safe manner is imperative. Food not handled in a safe manner is a health hazard. For this reason we do not recommend the removal of food from any catered event. Should you choose to take food with you, we will not be responsible for its quality or safety.
Catering prices do not include to-go boxes. To-go boxes are available by request for $0.25 each. Please request these with your initial order if you anticipate taking food with you.
Alcohol Policy
When Bon Appétit is serving alcohol not purchased through Bon Appétit, it may assess reasonable charges for handling. The minimum handling fee for client-provided:
Keg beer is $80.00 and may increase based on the scope of you event.
Wine service based on $12.00 per bottle
Bottled beer service $1.00 per bottle
Food in sufficient quantity must be available for the number of guests anticipated whenever alcoholic beverages are to be served. Per OLCC regulations, we must serve a minimum of two different substantial snack food or appetizer items. For more details, see Oregon Administrative Rules OAR 845-006-0462 at http://www.oregon.gov/OLCC.
NON-UNIVERSITY AFFILIATED & OFF-SITE CATERING
If you are interested in Bon Appétit as a caterer for an off-site or non-university sponsored event, please contact our Catering Manager at (503) 352-2206.
Service Fees
Pricing in the catering guide is preferred institutional pricing. Third-party catered events are subject to a 20% service fee.
Delivery Fees
For some events at off-site locations, we will add reasonable delivery charges to cover our incremental costs. Delivery charges are specifically designed to allow for transportation of food, service equipment, china, flatware, and all needed linens.
Payment for Catering Services
Bon Appétit requires all third-party clients to pay a 50% deposit of the event’s projected costs at signing. The balance (less hosted bar service consumption sales) must be paid in full on or before the day of the event.
Bon Appétit accepts most major credit cards as well as checks. Please make checks payable to Bon Appétit. Our mailing address is: Bon Appétit, 2043 College Way, Forest Grove OR. 97116.
