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Planning Your Special Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special function.

Reserving a Date, Location, and Planning an Event

Even if the date or guest count of your event is only tentative, please notify our catering sales office of your event so that we can make preliminary plans to ensure a memorable occasion. We ask that you please contact the catering office at least 10 business days before the event. Our catering specialists are here to assist you in person with your event details with our on-line ordering at www.newpaltzcatering.catertrax.com, by phone at 845-257-3570, or through email at catering@newpaltz.edu. Most arrangements can be made by phone, email, or on-line, others may require an appointment with our Sales Coordinator/Event Planner. We can help you make all the necessary decisions and to determine which of our services best fit your needs. Please note orders placed within 48 hours of the meal or 24 hours of the break will be subject to a late order expense of 20% of the order total to be added to the final bill pending availability of food items and staffing as well. Our Catering Sales office is located at the College Terrace, 1 Hawk Dr., New Paltz, New York 12561. The office hours are Monday through Friday, 8:30 AM to 4:30 PM. We are closed on some holidays.

Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk you through the process or you may go to our website www.newpaltzcatering.catertrax.com and On-line menus, accessible from your desktop, to make ordering easier than ever. Our on-line catering program allows guests to save and review order history, place recurring orders and favorites without re-keying and provides documentation for every step of the process.

Whether your event is to take place on or off campus, you need to have a confirmed reservation for the location before we will be able to make deliveries. On campus events need to be confirmed with the following offices:

All Public Spaces including external grounds and The College Terrace – Christine Waldo-Klinger, Director of Conference Services 845-257-3033 (All external clients must reserve through Conference Services. Conference Services will then forward the proper request forms to the corresponding departments)

All Academic Spaces – Registrar’s Office Jessica Turner 845-257-3313

All Space in the Student Union – Michael Patterson, Director of Student Activities and Union Services 845-257- 3025
Tables, chairs, and other equipment will need to be arranged by you through the department you are planning your event with. Work order requests for furniture moving and set up should be ordered at www.mynewpaltz.edu under Facilities Department. Any media needs should be sent to the IMS Department 845-257-3630.

Event Confirmation and Guarantees

After we have finalized all the details for your special event, you will receive a confirmation phone call or email from our catering specialist 3 business days before your event is to take place. This confirmation and guarantee will include the exact times, location, attendance, menu choices, and room setup. This will ensure all details and specifics are confirmed and any changes necessary can be made at that time.

Payment

All catered functions must be secured by payment before they occur. Accepted methods of payment; Visa, MasterCard, Cash, Check, Purchase Orders, Departmental Accounts, Foundation Account numbers are all valid payment methods. Non-University, Non-College, Venue, Non-School related groups are required to make a deposit of 75% two weeks prior to the event with the balance due on the day of the event. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their date.

Non-University groups are subject to sales tax 8% for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate a minimum of 3 business days prior to their event.

Changing/Cancelling an Event

All cancellations and final changes must take place at least 3 business days before your function. If you do not contact us with a final count within the 3 business days allowed, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed. This expense is 20% of the total bill. If the cancelation happens on the day of the event an expense of 50% of the total will be billed.

Fees and Other Expenses

Delivery - Deliveries outside of the College Terrace building will be subject to a dollar amount of $15.00. Deliveries off campus will be subject to a percentage calculation depending on the distance from campus.

Late Orders - Please note orders placed within 48 hours of the meal or 24 hours of the break will be subject to a late order expense of 20% of the order total to be added to the final bill.

Cancel or Change Fee –Final guest counts are needed 3 business days prior to your event. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed. This expense is 20% of the total bill. If the cancelation happens on the day of the event an expense of 50% of the total will be billed.

Under Minimum Guest Count - For orders with a minimum guest requirement, there is a surcharge of 20% of the difference between the minimum guest requirement and the actual guest count. For example: If the guest count is 10 people at $10.00 per person but the minimum is 15, the supplemental expense would be: (15*$10/pp) - (10*$10/pp) * (20%) = $10.00

The supplemental expense would be $10.00
This allows clients to order to their needs and not be forced to over order due to a minimum requirement.

Attendants/ Service Staff

To ensure that your event is a success, catering attendants will be provided for all Served Meals and Build Your Own Buffets at no additional cost (this is included in the price per person listed). If a bartender or chef is needed for your event, there is an additional cost. Continental breakfasts, breaks, and receptions are priced for self-service. Receptions with handpassed items require attendants at an additional cost. Specialty Buffet and The Hawk's Nest Breakfast functions with hot food and a guest count over 25 are staffed with one attendant for every 25 guests at an additional charge. When attendants are needed, services are at an additional charge of $20.00 per hour, per server, with a minimum of four hours.If additional time beyond the 4 hour minimum is needed at an event, a fee of $20.00 per hour, per attendant will apply.

The charge for each staff member is:

Attendants
Station Chefs
Bartenders
$20.00 per hour (minimum 4 hours)
$20.00 per hour (minimum 4 hours)
$20.00 per hour (minimum 4 hours)

China

Our Catering Department provides high quality plastic products included in the price of the event. Eco-friendly service-ware is available upon request for $1.75 per guest. We offer china service for any event at an additional charge listed below. For events located at the College Terrace or the MPR in the Student Union Building there is no charge for china service.

Full Meal Service and Silverware
Coffee or Beverage China Service
Full Bar Glass Service
Reception China and Silverware
$3.00 per guest
$2.00 per guest
$2.00 per guest
$2.75 per guest

Floral

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests an additional fee will be determined in accordance with your specific needs.

Linen

We will provide linens for buffet tables at no charge. If you would like linen to be placed on guest tables for Specialty Buffets, Receptions, Breaks, Meeting tables, Registration tables, Name tag tables, Head tables, or Boxed lunches; there is a cost of $4.00 for each tablecloth. Linen napkins are also available in a range of colors for a cost of $1.00 per. Specialty linens are available upon request at an additional charge. All Served meals and Build Your Own Buffet linen for seating tables is included in the price per person. (specialty/designer linen is not included)

Food Removal Policy

Due to health regulations, it is the policy of Flavours, New Paltz, that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

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