Catering Policy 2023-24

If you have any questions or require assistance, please call our main office at 828-232-5165 and we

will be glad to assist over the phone or via email at catering@unca.edu. We can also schedule an

appointment with a catering planner to assist you in customizing your event to meet your specific

needs. Please book room and table needs with the University Building Coordinators and Facilities

Management prior to the event. Please remember we do not have access to any rooms on campus and

it is the responsibility of the client to ensure that rooms are unlocked and catering tables are in place 2

hours prior to the event. After finalizing the details of your event, you will receive an event contract

confirming the event within 72 hours. Please carefully review all information for accuracy prior to con-

firming your event.

All food and beverage arrangements must be confirmed at least one week prior to the event date. Any

event booked within 3 business days of the event will be subject to an additional $25.00 fee. All

cancellations or changes must be made 3 business days prior to the event date. If it is necessary to

cancel, 50% of the latest guaranteed contract will become the responsibility of the guest.

Contact the Catering Department at (828) 232-5165

E-mail any questions to catering@unca.edu

Business Hours: Monday - Friday, 9:00 am to 4:30 pm.

Guest count Guarantees

To ensure precise production, a final guarantee for the number of guests to be served is required

3 business days prior to the event date. Your guaranteed number of guests represents the

minimum billing. Should the number of guests in attendance exceed the number guaranteed, it will

reflect in the final bill.

Minimums

The minimum order required for a full-service catered event during normal catering hours is $75.00.

Weekend catering consists of events after 5:00 P.M. on Friday afternoon and running through Sun-day.

For any event that falls outside of normal business hours a minimum order of $300.00 per event may

be required.

Billing Procedures

For all UNC-Asheville departments, a departmental account number and email confirmation is due prior to

the execution of the event. A complete record of the event will be sent directly to accounts payable for

payment. If a food service credit is being used, notification must be given at the time of the initial

request. Each event contact will be invoiced via email or campus mail and the client will have 5 days to

review and contact UNCA Dining Services with any discrepancies. If your event will be paid through

personal or private funds, please be prepared to pay the balance 5 business days prior to the event date.

Checks can be made payable to Chartwell’s Dining Services. We also accept most major credit cards.

All invoices for university events must be paid in full within 30 days of receipt. Any unpaid balances will

have a 1.5% late fee applied towards original invoice amount. Additional late fees will occur for every 30

days the balance goes unpaid.

Catering Notices and Cancellations

All orders must be received within one week prior to the event date. Events that are contracted less than

3 business days in advance are susceptible to a Late Booking Fee of $25.00. All events that are requested

for over 100 guests must be booked and confirmed 7 business days prior to the event. All cancellations

must be made 3 business days prior to the event or client will be assessed a 50% cancel-lation fee.

Charges for catered events are based on a maximum 2 hour service period. Any event that is extended

beyond the originally scheduled end time and delays catering services’ ability to clean up, will result in a

$25 extension fee. An additional labor fee at a rate of $20/hour will also apply if the event gets extended

past the contracted end time.

Flowers, Linen, and China

We will be glad to order special floral arrangements or decorative requests for an additional fee. Ca-tered

events using standard china will be assessed an additional cost per person and limited by Univer-sity

china reserves. If University China is not available then additional charges will apply, please consult your

catering salesperson for availability. Linens and skirts are also available for an additional charge and

requests need to be made in advance. The charges are as follows:

85” Square Tablecloth (used on 6’ rounds) $5.79 each

120” Tablecloth (used on blue ridge rounds) $13.99 each

114” Banquet Cloth (used on 6 ft rectangles) $2.99 each

Linen Napkins $0.99 each

Removal of any centerpieces, including any garnishes or whole fruits and vegetables used to enhance an

event, serving pieces, or flowers not ordered by client, will result in a minimum replacement charge of

$30.00.

Service Options

Served Meals:

Please add $2.99 per person china charge (Please check availability) and use the following formula to

calculate the additional cost of the function:

For every 15 guests, add 1 server – for increased service additional staff can be added.

Labor is charged at $17.50 per hour, per server (4 hour minimum)

Bartending & Chef services are charged at $20.00 per hour, per bartender (4 hour minimum)

China Buffet Service

Silverware, Glassware and China plateware is available for an additional charge. Rates for china service

are as follows:

Breakfast and Reception: $2.29/person

Lunch and Dinner: $2.29/person

Glassware Service: $1.79/ person

Bar Set-Ups

All bar set-ups include ice and cocktail napkins. Bartender fees are $20.00 per hour plus set-up fee for 1

hour before and 1 hour after the event (4 hour minimum). These prices are for quality compostable

plastic cups. We will be glad to provide your bar set-up with glassware for an additional $1.79 per

person. Please consult with your catering sales person about receipt of beverages and your needs for

service. North Carolina law prohibits us from purchasing, transporting or storing any alcoholic beverag-es.

At the end of the event, any remaining alcohol must be removed from the premises.

Delivery Fees

For deliveries off campus, catering services will quote customers a delivery charge fee depending

on services rendered. Pick-up is available at no additional charge between 8am-5pm, 7 days a week.

Anyone wishing to pick up their order will not be assessed a delivery fee. Items borrowed for pick-up

orders must be returned to brown hall at the conclusion of the event. If equipment is not returned or

returned damaged, a full replacement fee will be assessed. It is the clients’ responsibility to ensure

facilities and rooms are unlocked for set-up, delivery, and/or clean-up services. Should a room be

unavailable when catering services arrive, a return trip will result in an additional $25.00 charge on your

bill.

Please contact University Reservations to ensure that your event is scheduled and the appropriate

equipment is reserved. It is the responsibility of the client to reserve all tables needed for catering events

through the university. If tables are not delivered 2 hours prior to the event we reserve the right to charge an additional Setup Fee of $25.00. Please inquire about table requirements at the time of your order if you have any questions.