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Planning Your Special Event

Room Reservations

As soon as the date for your event has been selected, contact the Catering Office to reserve the necessary catering services. If the event is to take place on the Weber State University campus, you will need to first contact WSU Conference Services at 801.626.8732.

Menus

We suggest that all orders be finalized with the catering team a minimum of 7 working days prior to the event to assure an appropriate lead time for ordering and preparation.

Catering Services reserves the right to substitute items in the event of product unavailability. We will make every attempt to inform you of this change as far in advance as possible. Please discuss with your coordinator any special dietary requirements. In case of inclement weather, please discuss with our Manager a secondary plan to insure the success of your event.

Food and non-alcoholic beverages must be provided by Sodexo at catered events, with the exceptions of wedding cakes, special mints, and other approved specialty items.

Per "Utah" Health Code, Sodexo does not allow any leftover food to be removed from the room of delivery to be taken to offices, class rooms or home.

Labor Charges

Most of our events include set up and service labor. Although additional charges may apply to specific requirements. The Catering Office will inform you of any surcharges when you are booking your event. Should you choose to extend the length of your event beyond the contracted time; additional labor charges per hour will be charged. The client will also be responsible for replacement costs of any damage to or losses of property owned by Weber State University or Sodexo that have been incurred as a result of the actions of any of the client’s guests.

Administrative Charges

Events held outside of the Shephard Union Building will have a 10% Administrative Charge for disposable service and a 15% fee for a china service.

Guarantees & Payment

In order to prepare for your event, an appropriate amount of time is required to arrange service staff and food deliveries. For school sponsored functions associated with a direct billing account all guaranteed, final counts are due 3 full business days (M-F) before the day of the event and a one week notice is preferred for all events. A 25% late fee will be assessed to all orders placed less than 3 full business days before the event.

Event Day
Saturday, Sunday, Monday
Tuesday
Wednesday
Thursday
Friday
Guaranteed Count Due By
Tuesday at Noon
Wednesday at Noon
Thursday at Noon
Friday at Noon
Monday at Noon


Event billing is based on the guarantee or the number that is served; whichever is greater. For guarantees not confirmed, it will be assumed the guarantee will be the estimated number of the initial order. Sodexo will always prepare for 5% over the guaranteed count.

For every event a confirmation sheet detailing the service time, menu, location and applicable charges will be on file with the Catering Office two weeks prior to the event. Sodexo will accept cash, personal checks and most major credit cards.

Cancellations

All cancellations should be called into the Sodexo Services Catering office as soon as possible. Events or menu items cancelled less than 72 business hours (M-F) before the scheduled date will be charged 25% of the invoice, less than two business days will be charged 50% of the invoice and less than 24 hours notice will be charged 100% of the invoice.

Decorations

Arrangements for floral centerpieces and sepia props may be made with the Catering Office at an additional cost. All decorations must conform to local fire department guidelines. If no special decorations for buffets and table tops are indicated Catering Services will use their discretion. No decorations of any kind are to be affixed to the walls or ceilings of the event rooms. In most cases, rooms will be available for decoration prior to the event, although it must be confirmed with both the Catering Office and the Office of Scheduling.

Audio Visual

A complete line of audio visual equipment is available through Weber State University. Sodexo is not responsible for the reservation, set-up or breakdown of any such equipment. Additional charges may apply through the school.

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