Catering Services - General Information & Conditions

Service:  Our highly trained staff is qualified to assist you with every detail of your event.  Collaborating with you, we can customize your event to meet you specific needs.  We are happy to discuss with you any arrangements involving centerpieces, vegetarian meals, alcohol service, and any other requirements you may have.  Let us know how we can accommodate any special requests you have.

 

Venues & Booking: We work regularly with most event facilities on campus.  You will first need to call the calendar office at 205-665-6292 to book any facilities on campus.  We are the exclusive caterer in the Anna Irvin and Montevallo Room.  This facility is equipped to handle both large and small meetings as well as larger banquets.  To place an order, you have several options.  You may call the catering office at 205-665-8233 or email us at catering@montevallo.edu.  Fax an order to 205-665-6467 and we will confirm back to you. University of Montevallo booking information: Click her to view the University of Montevallo - Business Office Procedures  for Booking Catered Events. Once your event is booked, you will receive an email confirmation with your catering proposal attached. Look over the proposal, sign, and return by email, handmail, regular mail, or by fax (256-665-6467) 7 business day's prior to your event. It is a requirement to ensure accuracy and confirmation for catered events. We can no longer execute catering services without a signed catering proposal confirmation. 

 

Late Booking:  Events arranged within 36 hours are subject to an additional service charge of 15%.  Please contact the catering office for assistance, as menu availability may be limited.

 

China and linen Fees:  All catered functions in the Anna Irvin and Montevallo Rooms include china and linens unless other wise noted.  All other catered functions will include high quality disposable products and table linens needed for food and beverage table space. China set up will be an additional charge of $2.00 per person.  Additional linens may be rented at $4.00 per table cloth and $10.00 per table skirt.

 

Guarantee:   Final attendance guarantees for all functions must be received by noon at least three business days prior to the event date. Confirmation by email or fax must be received a minimum of 3 days prior to the event.

 

Cancellation:  In an effort to offer convenience, quality, and efficient service, we request a minimum of 3 business day notification on cancellation of any order for on campus orders. Cancellation made within 3 days will require payment of any cost already incurred by Sodexo.  Cancellations made within 24 hours will result in a charge of 50% of the total bill.  Events for non-university clients will require a deposit of 75% of the total bill at time of booking, with the remainder due 10 business days prior to the event date. In the event of cancellation we will require a 5 business day advance and will refund 50% of the deposit. Less than 5 days 20% of the deposit will be refunded.

 

Billing:  Billing will occur the first business day after the event for University clients.  Payment is due upon receipt of invoice.  For all groups not associated with the University of Montevallo balance is due 10 business days prior to the event. You will be billed based upon the guaranteed number of guest or the actual number served, whichever is greater.

 

Pricing:  Prices are subject to change without notice.  Service lasting longer than 2 hours will be charged $15.00 per hour per server.  A set up fee may be included if it requires more than the usual time limit.  A delivery fee will be charged for any deliveries outside of Anna Irvin and Montevallo Room.  The cost will depend on the total of bill and details of delivery setup and pick up.  This charge may be waved by picking up and returning equipment and supplies to our office.  A deposit may be required.  Prices for events between school semesters will be based on menu and services required.

 

Liability:   

DUE TO STATE OF ALABAMA HEALTH REGULATIONS CONCERNING PROPER STORAGE TEMPERATURES, FOOD AND BEVERAGES MAY NOT BE REMOVED FROM THE PREMISES FOLLOWING A CATERED EVENT.

 

Alcohol policy:  Sodexo does not have an Alabama liquor license.  However, we would be happy to provide bar service, glassware, equipment, and other items needed for your event. Only beer, wine and champagne are allowed at events.   Wine service is available for $1.00 per person.  Bartenders may be provided at $20.00 per hour each with a three hour minimum.  It is the responsibility of the host/hostess to purchase, deliver, and remove alcohol at all events.  All events serving alcohol will be required to have a security guard present during the event.  You must arrange security through the calendar office. 

Our entire staff stands ready to make your event an outstanding and memorable occasion.  We realize that there is a wide variety of food preferences. We will work with you to prepare special menus designed especially for your particular event. 

For more information contact Joi Green at catering@montevallo.edu