Event Planning Guide

Room Reservations
Before beginning any event planning for an on-campus event, you are required to have a confirmed room reservation. Reservations can be made through the room reservations clerk at extension 5996 or email roomres@stlawu.edu.

Event Logistics
When making preliminary arrangements, please complete the Event Request Form and provide the following information. Please refer to the university's Catering Policy to assist with planning your event.

• Name of Group
• Day and Date of function and RSVP Dates
• Beginning and End Times
• Room Location
• Contact Person
• Your Telephone Number
• Type of Service Required
• Department and Budget Code to be charged
• Number of Guests Expected at Event
• Budget Parameters
• Programming Details
• Special Arrangement Requirements; head table, gift table, name tag table, AV/Media needs, handicapped accessibility
• Weather; is a rain site required?
  

Catering Services Planning
When arranging for catered services, we ask you to plan as far in advance as possible. Advance planning for your event is more cost effective for both you and us. The earlier we are aware of the event, the better service we can provide. It will be necessary to charge per event incrementally for overtime costs when arrangements are not made. Our preference is for you to contact our catering clerk at extension 5996 at least three weeks before the special function or stop by the Dining and Conference Services Office in Lee Hall. Preliminary planning for large events should occur at least one month prior to the event.

We realize that sometimes you may need our services on short notice. We truly want to assist you! However, orders placed with less than 24 hours notice may be charged a late fee of $25.00.

Menu Considerations
When selecting a menu, you may want to consider the following in consultation with our catering manager:

• Purpose or theme of event
• Time and type of service; appropriate kinds of foods for particular time of day
• Special dietary requirements or restrictions of any guest
• Seasonal; food availability
• Budget parameters
• Ethnicity, religious holiday

See the Catering Menu for menu ideas.

Note: Groups that are planning dinner events may be able to cook in Dana, if:

- The event is scheduled and planned with Dana managers at least 3 weeks ahead; earlier, if possible. This will also depend on what other events Dana has planned at that time.

- The dinner can only be for 40-60 people maximum.

Any meals that are planned to host over 60 people will have to be catered by our catering staff. These events will have to be scheduled through Laura Ramsey at ext. 5996 and must be scheduled at least 3-4 weeks in advance. The room will be reserved through Laura as well along with the food arrangements.
A budget code must be supplied at the time the event is scheduled.

Billing Procedure

"Guaranteed Final Count"
In order to ensure that you receive the best possible service and to better plan for your event, Dining & Conference Services requires a guaranteed final count be provided to its office no later than three business days prior to the event for events under 100 guests. For events larger than 100 guests, a guaranteed final count must be provided five business days prior to the event. Upon completion of the final event function form, a copy will be sent to you.

Final billing
Final billing will be determined by the guaranteed final count provided to Dining & Conference Services prior to the event or actual guest count, whichever is greater. If a guaranteed final count is not supplied, billing will be calculated based upon the original estimate or actual guest count, whichever is greater.

Prices will also be affected if the event is held during non-academic, non-board times. It is not our intent to "make a profit". We will charge all items to cover costs. Please keep in mind that even the smallest event incurs a cost, consequently a minimum charge of $25.00 will be assessed.

Payment
University budget code must be provided at the time the event is being arranged. An event statement will be sent to all departments when the event has been billed.

Cancellations
If an event is not cancelled and is served, the full initial amount will be charged. A cancellation less than 24 hours in advance will be billed 25% of initial quote. We realize cancellations will happen. We will bill only for food or equipment that we are not able to recoup. Any costs for rental equipment will be charged to that event for which it was used. We do maintain a reasonable amount of quality equipment to use for most events.

Scheduled Time
When initially planning events, it is strongly advised that you inform us of the entire event's programming. It is our desire to serve you promptly at the scheduled hour. The holding of food at serving temperatures for prolonged periods often results in lowered quality. Your cooperation and timeliness will be appreciated.

Health Department
As a licensed food service operator, we are inspected by the New York State Health Department and our activities are governed by their regulations. Except in the cases where the customer has contracted for a specific quantity of product on a set/clean basis (such as cookies, donuts, etc.), all left over product is the property of
St. Lawrence University Dining Services and will be handled in accordance with the guidelines set forth by the Department of Health. Specifically, leftover food cannot be removed from the event site.

The Department of Health requires that all food served by St. Lawrence University be from "approved sources."