DePauw catering

Ordering

To place a catering order, please go to www.depauw.catertrax.com.  For direct correspondence with members of our catering team, please email Bon Appetit at catering@depauw.edu or call the Bon Appetit catering office at (765) 658-5421.  Please have your confirmed event id number (provided by campus services), date, start and end time, number of guests and location.  We will also need contact and billing information, including your university account number and event number(if applicable). We ask that all catering orders be placed a minimum of five business days prior to the event. We will do our best to accommodate last minute requests, but please note that late requests may be subject to additional charges and/or limited menu offerings.

 

Guarantees and cancellations

Final guest count guarantees must be received at least 72 hours prior to the event. For your convenience, we prepare to serve 5% over the guaranteed number (up to a maximum of ten guests). Billing of all food, equipment rental, taxes and service charges will be based on the guaranteed or actual number of guests served, whichever is greater. If a guest count guarantee is not received within the time requested, billing will be based upon the original count recorded on the event order. All cancellations should be made within reasonable notice, no later than 72 hours prior to the scheduled event. A minimum of a 50% service charge will be assessed if an event is cancelled with less than 72 hour notice.

 

Payment and billing

Upon confirmation of your event you will receive a copy of the event order listing all estimated charges. A copy of the event order must be signed and returned to the catering office no later than 72 hours prior to the event. Final event charges will appear on the final invoice, which is created at the conclusion of the event and is subject to change based on final attendance and additions. All menu prices are based on current market prices. We reserve the right to make reasonable changes and/or substitutions as necessary. Menu pricing will be guaranteed 30 days prior to the event.

Miscellaneous fees

If needed, equipment rentals, special or extra linen, and floral arrangements may be arranged. If desired, 120” round, white linen tablecloths for seating and cocktail tables and 90” x 156” black tablecloths for extra banquet tables are available at a cost of $15.00 and $13.00, respectively.  A wide variety of colors, prints and fabrics are also available with sufficient notice; please contact your catering manager for assistance.  Events with durations in excess of two hours from guest arrival to departure, or that require additional labor, will incur additional labor charges.

 

Leftover policy and service ware agreement

Bon appétit does not permit any prepared hot food to be taken off the premise at the conclusion of an event. Any cold items which have been billed for, but not consumed, may be taken offsite. A food waiver must be signed, and the client is responsible for providing containers for leftovers. An electronic copy of the catering food waiver may be requested from the catering office. Service ware may not be removed from its original delivery or setup site. If we are unable to locate any equipment at the scheduled pick up or clear time, a replacement charge may be assessed.

 

Food-allergic guests

Please be advised that we handle and prepare egg, milk, wheat, shellfish, fish, soy, peanut, tree nut products, and other potential allergens in our kitchens. Please inform us immediately of any attendees with special dietary restrictions; we will do our best to accommodate their needs. Please direct questions, concerns or special requests to our catering management team.

 

Service styles

 

1.    Pick-up

A limited number of menu items are available for pick up (see pack outs) at the hub. Orders must be picked up during normal hours of operation between 7:30 a.m. And 8:00 p.m. Rental equipment is available; please inquire for rates.

 

2.    Drop-off

Drop-off service includes table linens for the food table and tableware for your event. Orders will be dropped off and picked up at the times indicated on your event order. We recommend this service for beverage services, continental breakfasts, deli lunches and appetizer receptions.

 

3.    Buffet service

This service is recommended for more formal events with a minimum of 25 guests. We use our own buffet equipment whenever possible and provide set-up and take-down service, as well as china, glassware, silverware, food table linens.  Table linens and cloth napkins are available for an extra charge.

 

4.    Passed service

Passed service is recommended for formal beverage services and appetizer receptions. China, glassware and beverage napkins are included. Beverage and wait staff attendant costs are charged separately based on the needs of each event.

 

5.    Table service

Waited table service is available for sit-down events. This service includes complete set-up and take-down, as well as china, glassware, table linens and cloth napkins.

 

Staffing levels and labor charges

Catering prices include a minimum number of service staff based on the level of service:

1.    Buffet service – 1 attendant per 25 guests.

2.    Reception service – 1 attendant per 20 guests.

3.    Table service – 1 attendant per 16 guests.

 

Passed service, or additional service staff requested, will be billed at a per hour rate for each attendant. 

 

Bar service

All bars will be based on consumption. Attended bars are $25 per hour, per bartender. We require 1 bartender per 50 guests. The set-up fee and 18% gratuity will be waived for all depauw sponsored events. Please contact catering@depauw.edu for specific pricing.

 

Special menus

Our staff will gladly assist you in making arrangements for any special event. Please allow a minimum of two weeks advance notice for any special order.