Policies

Plan Your Event

Welcome to the Gathering by Chartwells! Our mission is to provide you with exceptional quality, exceptional service and a creative cutting-edge culinary experience. Our professional staff is available to assist in planning your special event Monday-Friday 8:00am - 5:00pm. Please contact our catering coordinator at 812-488-1063 or mobile at 812-598-8829 for customized service and menus.

Policies & Procedures

To ensure optimal selection and the best possible service we kindly ask that events be booked at least seven business days in advance. We understand events arise unexpectedly and we will do our best to accommodate your needs.

Reserving a Location

Whether the event is to take place on or off campus, you need to have a confirmed reservation for the location before we will be able to make deliveries.

Catering Exclusivity

UE Catering provides all food and beverages on the University of Evansville Campus. Food and Beverages may not be brought onto the campus, without the written permission from UE Catering. If you have any questions regarding your catering needs please contact us at uecatering@evansville.edu.

Planning your Event

Contact the Catering Office at least: ten days (10) before the event at (Insert Number) or, by emailing us at uecatering@evansville.edu, or through our on-line ordering at www.uecatering.catertrax.com, or stop by our office located in the Ridgway Student Center.

Some arrangements can be made by phone, email or on-line, others may require an appointment with our Catering Department. This will be the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions and to determine which of our services best fits your needs. Our new on-line catering access adds convenience and control.

Guest Counts

We kindly request a confirmed number of guests be specified 3 business days prior to the event. This number is considered the guaranteed guest count. The client will be billed on the final guest count or the actual meals served; whichever is greater. We will make every attempt to accommodate an increase in count after the final guarantee is due; however any increases may result in additional fees based on menu availability.

Cancellation

We kindly request that cancellations be made four business days prior to the contracted event date. Cancellations made less than two business days prior to your first event will be subject to a service fee of 50% of the bill.

Confirmation of Orders

Upon receipt of all written food and beverage specifications, the Catering Manager will review them and, in turn provide written confirmation of the services ordered. The confirmation will be in the form of separate event orders for each individual service. Signed event orders from the client must be received by UE Catering no less than five business days prior to the start of the first scheduled event.

Attendant fee

Attendants are required for all hot buffets and most cold buffets, whether breakfast, lunch, dinner or a reception. The exact number of attendants needed will be based upon the number of guests in attendance, the nature of your menu and timeline for the event. As a general rule, a minimum of one attendant is required for every 35 guests. More information can be provided through direct contact with the Catering Coordinator.

Alcohol Service Policy

Any university department or external organization wishing to serve alcohol at an event must complete the application process and receive the appropriate approvals before assuming the request will be granted. University policies for such events or programs are detailed below:

  • The university department must seek approval by completing the application process. It must be submitted a minimum of three weeks prior to the event.
  • No persons under 21 years of age may use or be in possession of alcoholic beverages under any circumstances.
  • Clear signage specifying that alcohol will only be served to those who present valid I.D. must be posted at the location where alcohol is being distributed.
  • The immediate area in front of all bars must be sectioned off by stanchion or other means, to restrict the serving area to customers or guests only. At no time should the front of the bar be accessible to anyone under 21 years of age.
  • Any attendee who provides alcohol to a minor will be held responsible for violating the Student Code of Conduct (if a student) and may be subject to legal action. Employees who provide alcohol to a minor or violate the University Policies regarding alcohol on campus will be held responsible according to the University Code of Conduct..
  • Third Party licensed Provider: Alcohol must be served by a third party licensed provider and in accordance with Indiana State Law. The provider reserves the right to limit the amount of alcohol provided to an individual and assumes sole responsibility for the amount of alcohol distributed to any one individual. Hiring a third-party provider does not release the sponsoring department from its responsibility for complying with University policies.
  • The sponsoring university department may use university funds for the purchase of alcohol for approved registered events. Student organizations may not use student government allocated funding for the purchase of alcohol, but may apply funds toward the hiring of a third-party vendor.
  • No event or program for which alcohol is the primary focus is permitted.
  • Advertising for an event or program must not include the provision of alcohol as a focused or major component of the program. Brand names of alcohol are only permissible for promotions if there is an approved sponsorship registered with the office of development or intercollegiate athletics.
  • Events cannot include any form of drinking contests, games or other activities that encourages consumption of alcohol.
  • Under no circumstances can organizations or departments collect funds that specifically provides access to alcoholic beverages. For athletic events, access to special locations where alcoholic beverages may be purchased may be included as a benefit of a specific membership group, but may not be the primary focus of the membership. (i.e. Baseline Landing access for $350+ Purple Aces Club (PAC) Donors at the Ford Center)
  • The distribution and consumption of alcohol is restricted to the approved venue only. It is the responsibility of the sponsoring department to ensure all alcohol remains within the perimeter of the approved event. Alcohol served at events approved to be held outside or in public areas must have controlled access that restricts access and consumption to a specified area.
  • Any event that provides alcohol as part of the program must also include the availability of non-alcoholic beverages and food throughout the duration of the event.
  • Depending on the type of event and number of expected attendees, the university may require the department hire uniformed security officer(s) to monitor the event. In some cases, the third party licensed provider may require the hiring of security officers as part of their agreement with the sponsoring department. The hiring of security officers must be coordinated through the office of safety and security at least two weeks prior to the event. Compensation for the officers is the financial responsibility of the sponsoring department. Advanced compensation must be provided to the UE office of safety and security prior to the beginning of the event. UE Safety and Security will facilitate the receipt of payment to the hired officer(s).
  • The availability of alcohol must end at least 30 minutes prior to the end of the event. In the case of athletic events with no scheduled end time, service for soccer matches will end at the beginning of the second half, for baseball service will end at the end of the 7th inning, and for softball service will end at the end of the 5th inning.
  • The sponsoring department must provide appropriate escort or transportation for any individual who shows signs of intoxication beyond the legal limit.
  • Sponsoring departments must make sure adequate liability insurance coverage is secured for the event at least two weeks in advance. Contact the office of risk management at (812) 488-2027.

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    Chartwells requires that only their servers and bartenders dispense alcoholic beverages. Chartwells reserves the right to refuse alcoholic beverage service if a person is either under age or cannot produce proper identification and also to any person who, in their judgment, appears to be intoxicated.

    SAFE FOOD HANDLING

    Safe food handling is a high priority for UE Catering. Therefore, UE Catering reserves the right to limit the removal of leftover food by the client to items that are available for carry out. For safety reasons, a catering representative will remove food from the event in a timely manner.

    Service ware and China

    All compostable disposable service ware will be furnished as accompaniment to all items purchased. Some exceptions apply to orders being picked up. China and glassware is available for an additional charge of $2.19 per person held outside Ridgway. Events held inside Ridgway will not incur china fees if china is requested.

    Linen

    Tablecloths are supplied for all food and beverages service tables at events. Tablecloths for non-food tables are available for an additional cost. Please reach out to UE Catering at uecatering@evansville.edu.

    Tax Exempt

    We request tax exempt forms be emailed to our office uecatering@evansville.edu three business days prior to the event.

    Water Setup

    Chartwells will provide water service for on-campus event and will charge per hour for an attendant, for a minimum of 3 hours. More information can be provided through direct contact with the Catering Coordinator.

    Billing & Payment

    A form of payment (purchase order or credit card) is kindly requested three business days prior to the event date. We ask that contracts be paid in full within one business day following the event.

    Special Diets and Allergens

    We find it very important to be aware of the guest and their needs at any catering function, whether it is an allergen or a dietary restriction. Our catering team of professional sales coordinators and chefs are here to work with every guest to ensure that we meet the needs of any allergen concerns. Please inform our Catering Team of any dietary restrictions before guest counts are finalized.

    Meeting Room and Table Set-Up

    For room reservations, please contact Kathy Perry at ext. 2045.

    A/V Request

    Please reserve all non-food related equipment by contacting University of Evansville Office of Technology Services at 812-488-2999 or avrequest@evansville.edu. Please reach out to the Technology department at least two weeks before your event fall all you’re A/V needs.

    External Client Events

    Catering performed for a third party shall require a fifty percent (50%) deposit upon booking with the remaining fifty percent (50%) due the day of the event.

    University of Evansville Catering
    1800 Lincoln Avenue
    Evansville, IN 47722
    (812) 598-8829