Our team of catering professionals is available to assist you with planning every aspect of your event. Should you desire a customized menu for your event, we will be happy to meet with you to create a unique menu.
Please contact us to make an appointment to create your perfect event.
Phone Number: (607) 777-2925
Your Sodexo Catering Team
Event Planning Guidelines
We pride ourselves on being able to meet everyone's catering needs. The following steps will help you through the process of organizing your special function.
Arranging and Reserving a Date
Even if the date or guest count of the 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. Our catering specialists are here to assist you in person with your event details or you may order by phone at (607) 777-2925 or through email at email@example.com. Our Catering Sales office is located in the University Union Room 179.
Reserving a Location
You need to have a confirmed reservation for the location before we will be able to make deliveries. Tables, chairs, and other equipment will need to be arranged by you through Physical Facilities.
Booking/Planning an Event
Contact the catering office at least two (2) weeks before the event at (607) 777-2925, by emailing us at bucatering.com or stop by our office located in the University Union Room179. Some arrangements can be made by phone, others may require an appointment with our Sales coordinator/Event Planner. This will be the time for a thorough discussion of all specifics and details. We can help make all the necessary decisions and to determine which of our services best fit your needs. 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 and on-line menus. It is accessible from your desktop and will make ordering easier than ever. Our on-line catering programs allow guests to save and review order history, place recurring orders and favorites with out re-entering and provide documentation for every step of the process. The office hours are Monday through Friday, 8:00AM to 4:30PM. We are closed on some holidays.
Event Confirmation and Guarantees
After we have finalized all the details for your special event, you will receive a Catered Event Form to be signed and sent back to us. We ask that you ensure we have this signed guarantee three (3) business days before your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.
All catered functions must be secured by payment before they occur. Types of payment include: Visa, MasterCard, American Express, Cash, Check, Purchase Orders, P Cards and Foundation Account Numbers. Non-University 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. Non-University groups are subject to 8% sales tax for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.
Changing/Cancelling an Event
cancellations and final changes must take place at least three (3) business days before your function. If you do not contact us with a final count within the number of 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.
To ensure that your event is a success our catering staff will be provided for all served meals and some buffets. If additional time is needed a fee of $15.00 per hour per attendant will apply. To ensure that your event is a success attendants may be required. When attendants are needed services are at an additional charge of $15.00 per hour per server with a minimum of four hours. Continental breakfast breaks and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per guest price. All waited meals servers are included. Served meals are priced on an individual basis.
As the host of the catered event you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at a replacement cost. For very large events specialty equipment may need to be rented an an additional charge.
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.
Linens and Skirting
We will provide linens and skirting for food and beverage tables at no charge. If you would like linen to be placed on guests tables for receptions, breaks, meeting tables and boxed lunches there will be a $4.00 fee for each tablecloth. The same applies to registration tables, name tag tables, head tables and any additional table that will not be directly used for setup. Specialty linens are available upon request for an additional charge.
Alcohol Permit Procedures
Please contact the Catering Office (777-2925) at least 30 business days prior to your event should you decide to have alcohol served at your event. This will allow time for us to apply for a permit with the NYS Liquor Authority. Liquor License fee is $48.00.
Food Removal Policy
Due to health regulations it is the policy of Sodexo Catering that excess food items from events cannot be removed from the event site. Items purchased for pickup should be properly stored prior to the event and removed and disposed of by the host of the event.