Catering Policies

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Dates, Times and Other Vitals!

Start by reserving your event room with the appropriate building scheduled for your event. When you are ready to join us for a meal or just a treat, please call our offices at 541-962-3566. We are willing to come to you.

Our professional catering staff will consult with you in planning your event. Out catering office is open to help you place your order Monday-Friday from 10 a.m. – 4 p.m.

Deliveries or pickups that occur after or before our service hours of 8 a.m. – 8 p.m. maybe arranged by calling our Catering Director at 541-962-3566.

To arrange an event, please call us as soon as you know you will need our services. For coffee or non alcoholic beverage service a minimum of 24 hours is required.

To schedule a buffet or plated service event we need your order 7 days in advance. For events with less than the requested lead-time, we will do our best to facilitate the service but please remember that specially ordered items may not always be available with short lead time.

All faxed catering requests will be followed up with a phone call to confirm receipt. We confirm all faxes with a phone call in return. If you do not receive our call, please confirm our receipt of your fax with a phone call or other form of follow-up to assure we can serve your request.

We request a final guest count no less than three business days prior to your event. This count will become your "guaranteed service number." This is the amount of food we will prepare and charge you for. Without a guaranteed number, we will prepare for your event based upon your prior estimated guest count. If the actual number of people we serve exceeds the guaranteed number, your charges will be adjusted to account for the additional guests.

Final Order Confirmation

To serve as your confirmation, a Special Function Order Form will be mailed or faxed to you. Please review this document carefully to insure that all information is correct. If there are any changes to be made or if you have any questions, please call our office or make any changes to the form as needed. Your signature is required to confirm these details and give authorization to proceed. You may fax or mail the signed form to our office.

Method of Payment

University approved departments and organizations will be directly billed.

Non-University recognized organizations and off campus groups will be requested deposit 50% of the total estimated cost of the event at the time of booking. The balance due will be requested at the completion of the event. Please make specific arrangements for balance due payments with our Catering Department.

Need to cancel an event? 

To cancel an event, we must receive notice in writing two days prior to the scheduled event. Larger events requiring special purchases or staffing may require a different cancellation timeframe. Cancellations after this deadline will result in a charge of 25% of the estimated/guaranteed total in order to cover our costs of food and labor incurred. Events cancelled on the same day of the event will be assessed the full charge of the event.

Last Minute Events

Oops! If you've planned ahead but someone else hasn't…just call us! We'll do everything possible to work with you to provide service. Our full menu may not be available and we will consult with the Chef to recommend a menu based on your needs and our availability of food and staff on short notice.

Food Safety

For the safety of our guests, we closely monitor the temperature and preparation of our ingredients all the way through our kitchens and to your table. We suggest that all perishable products consumed within one hour of the time they are delivered. 

Delivery Fees

There will be a $20 delivery charge for groups under 25 people, added to your bill, for any function that does not take place in Hoke Union Building. For your convenience, you may arrange to pick-up and return your party from us at a pre-arranged location. Any utensils, serving containers or linens not returned will be charged to your event at full replacement value.

Décor & Special Services

We are happy to help you in decorating your tables and buffets to match a theme or provide seasonal flair. If you have specific plans for decorating, we will be happy to assist you in placing orders and arranging the room to fit your vision. There will be an additional assessed for these services.

You may also make these arrangements yourself and provide your own special décor. For china and glassware there is an additional charge of $1 per person. For groups of 50 persons a price break can be considered. All serving, display and food tables will be covered at no charge. All other linens will be charged at $5 each, $.25 per napkin, and $10 per table for skirting. All skirting must be pre-ordered.

Extraordinary Service Length Staffing

Staff labor is based on a 3-hour service period beginning at the scheduled arrival time of your guests. Occasions extending beyond this time frame will be charged an additional service fee of $20 per hour per attendant.

Labor Charges

Should your event require extra staffing upon your special request, we can help! The staffing charge is $20 per hour per attendant. Due to the many events we serve at, please inform us in advance if you will require additional staff or extra services at your event so that we can make necessary arrangements.

Linen & Skirting

White linen and table skirting provided on our food buffet service tables are part of your basic catering fee except for "self serve pick-up" events. Additional linens for greeting and check-in tables, your dining tables or any other needs you may have are available for a rental fee of $5 per tablecloth and napkins are $.25 each. Table skirting is available for $10 per table. These additional linens and skirting need to be pre-ordered and confirmed with our catering staff. Additional linens are subject to availability so place your order early!

Make your event extra special!

Do you have a special theme color in mind?

We can help!

We are happy to consult with you to arrange an order for custom linens for an additional charge. Please inform our catering coordinator at least 5 days prior to your event to ensure availability.

China & Linen Service

Nothing upgrades an event like serving it on beautiful china with goblets and silverware. We have an extensive inventory of china to help you formalize your party. Depending on the type of service you choose, the charges will differ. Please contact our Catering Director for specific prices for your event. These service charges compensate us for the linen, set-up, clearing and replacement and maintenance of our inventory. Events not located on Eastern Oregon University campus will have an 18% service charge applied.

Meeting facilities include Hoke Union Building as well as supplemental rooms on campus to serve the needs of both large and small groups. Audio-visual equipment, from videotape machines to public address systems, tape recorders, overhead projectors to computer screen projectors, is available for conferences groups.

 

 

 

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