CATERING POLICIES & PROCEDURES
 

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) 985-6089.
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 fourteen (14) calendar days prior to the event. Custom menus or orders for more than 100 guests require at least three (3) 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 $50.
Catering orders are not considered booked until you are contacted by Bon Appétit with a confirmation.

Menu & Guest Count Changes
When placing a catering order, please provide an estimated guest count. A guaranteed guest count must be provided no later than seven (7) business days prior to the event. The client will be billed for the guaranteed guest count or the actual attendance, whichever is greater.

Significant event modifications, including menu changes, service style changes, rental additions, location changes, staffing increases, or substantial guest count increases, may not be accommodated after the order has been confirmed and approved by Bon Appétit Catering.

Event cancellations submitted within three (3) business days of the event date will result in a charge of 50% of the total contracted order price.

Event cancellations occurring within twenty-four (24) hours of the event will result in a charge of 100% of the total contracted order price, including any rental equipment, linen, labor, or other contracted services.

Final Guest Counts & Order Changes
Catering orders must include the anticipated guest count, menu selections, quantities, service requirements, and other event needs at the time the order is submitted, no less than 14 calendar days prior to the event.

Final guest-count updates may be provided after the ordering deadline; however, this does not extend the deadline for ordering additional food, beverages, rentals, staffing, or other services.

Requests submitted within 14 calendar days of the event that substantially increase quantities or otherwise change the scope of the original order may not be accommodated. This includes menu additions or changes, significant increases in food or beverage quantities, service-style changes, rental additions, location changes, and additional staffing requirements.

Clients should therefore submit the most accurate anticipated attendance and quantities possible with their original order.

Bon Appétit Catering may accommodate minor adjustments when operationally feasible, but acceptance of a change is not guaranteed.

Catering Order Deadlines
To ensure the highest quality food and service, all catering orders must be submitted a minimum of 14 calendar days (two weeks) prior to the event date.

Bon Appétit Catering plans staffing schedules, production timelines, and product purchasing at least two weeks in advance. This advance notice is necessary to secure ingredients, schedule team members appropriately, and ensure we can successfully execute all events while maintaining our service standards.

Order Submission Requirement

All catering requests must be received no later than 14 calendar days before the event date. Requests submitted after this deadline will not be accepted.

Late Orders

Due to staffing schedules, product ordering lead times, vendor commitments, and existing event obligations, Bon Appétit Catering is unable to accommodate late requests. Clients are encouraged to plan ahead and submit catering requests as early as possible to ensure availability and successful event execution.

Why Advance Notice Is Required

• Procure food, beverages, and supplies from approved vendors.
• Schedule staffing and support personnel appropriately.
• Coordinate production and delivery logistics.
• Maintain quality, consistency, and food safety standards.
• Support all campus catering requests fairly and efficiently.

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 and rental delivery fee 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:
 - Groups up to 50 people: $45 for 15 min, $70 for 30 min, $140 for 60 min

 - Groups 51-150  people: $70 for 15 min, $220 for 30 min, $440 for 60 min

 - Groups 150+ : $95 for 15 min, $320 for 30 min, $640 for 60 min

Quantities
We commit to providing quantities for the number of guests confirmed, including an industry standard buffer.
Platters are produced and priced in ten and twelve 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
Except in limited situations, alcoholic beverages must be served in a controlled area and served by an OLCC-licensed bartender. OLCC labor hours are to include set-up and take-down of the bar, with an industry standard four (4) hour minimum. Alcohol may not be removed from the area where the event is being serviced. Consumption will be charged separately. 
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) 985-6089.

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.