BOOKING INFORMATION
Virginia Catering Company is proud to provide the highest quality service to the University of Virginia community. We have developed the following procedures that enable us to respond to your catering needs.
Policies
Prior to booking with Virginia Catering Company, please have your location confirmed by contacting the building coordinator at the desired location to reserve your date and time.
Clients are responsible for making sure that Virginia Catering Company will have access to the location of the event for set up.
We would appreciate three weeks advanced notice for booking your event; however, we will make every effort to accommodate your group on less notice whenever possible. If you are planning your event within two weeks, please call us to ensure the availability of menu items.
The Catering Sales Office must receive a signed copy of your catering agreement three full business days prior to your event date in order to guarantee and prevent cancellation of your function.
In order to adequately prepare for your event, we ask that you provide us with a guaranteed number of guests three full business days prior to the event date. Billings are based on the guaranteed guest count plus any additions or the guaranteed count if your number of guests decreases.
For set up of staffed events, we will need access to the location three hours prior to the start time. Deliveries will arrive any time within one hour prior to the start time. To ensure expedient service, we ask that one entrée be selected for plated meals. We will be glad to provide vegetarian meals or accommodate special dietary needs for your guests. Please be as specific as possible when regarding any dietary needs.
For health and liability reasons, the removal of any unused food or beverage from a staffed event by the client and/or guests is prohibited.
Outside food or non-alcoholic beverages are not permitted at a staffed Virginia Catering Company event.
Payment
All University of Virginia departments and organizations will need to supply the appropriate PTAO number prior to the event date.
At the time of ordering, please provide us with the purpose of the event, as well as, who will be in attendance.
Payment of the balance must be paid in full by three business days prior to the event date. Items charged on a consumption basis will be added to the contract the following business day. We accept VISA, MasterCard, American Express, and please make checks payable to Aramark. To ensure payment of those paying with a credit card or check, a deposit of 50% of the estimated total will be taken two weeks prior to the event.
State tax exempt organizations need to submit a copy of their tax exempt certificate prior to the event. University organizations and departments using a PTAO number will be tax exempt from state and local sales and meal taxes. State sales and local meal taxes may apply to all non-exempt events.
Delivery Service
A $30.00 delivery charge is applied to all deliveries. Delivery charge is subject to change, depending on size and location of event.
For set up of deliveries, we require access one hour prior to the start time and will deliver anytime within that hour.
Delivery fee includes a catering white linen for the food and beverage table, set up/clean up of food and beverage, and eco-friendly wares.
For drop offs, the client is responsible for providing table(s) for food and beverage and cleanup.
Unfortunately, delivery service will not include any rentals, such as special linen or other tables.
Costs and Fees
For accurate scheduling, Virginia Catering Company allows two hours as normal service time for meals or receptions. Occasions which extend beyond the allotted time will be charged an overtime fee of $40.00 per employee, per hour. When having both a reception and dinner, the service time is extended to three hours.
In the event that you need to cancel a function, please notify us as soon as possible. Cancellations or changes made within three business days of the event date may become liable to a cancellation fee or other costs incurred by Virginia Catering Company.
To provide the best possible service, a 18% administrative fee will be added to all prices on events that have service staff.
Certain locations require set up of table and chairs by Virginia Catering Company – set up fees are charged per person and will be quoted when booking.
The minimum charge for plated/served meals, buffet (delivered or staffed), and receptions is $400.00.
We will gladly have passed hors d’oeuvres service available for an additional charge of $40.00 per server, per hour, with one hour minimum.
For a more formal event, you may choose to use china and glassware. For 100 people or less, there will be an additional charge of $7 per person for china. For events of 101 people or more, you will be subject to full rental costs, which will be quoted when booking. You may also request bud vases with flowers for $8.00 per vase.
For a staffed event that requires rental items, such as chairs and tables for a dinner, Virginia Catering Company can assist with this service and include the rental fees and the cost of the items that will be added.
Catering white linens are included for food, beverage, and seating tables for staffed events. Additional catering white linens are $10 each.
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