Policies

Welcome to Carved + Crafted by Chartwells! Our mission is to provide you with exceptional quality, outstanding service and a creative cutting-edge culinary experience. Our professional staff are available to assist in planning your special event Monday-Friday 8:00am - 4:30pm. Please contact our catering coordinator at 320-308-4295 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, however we cannot guarantee our availability for events booked less than seven days prior to the event date. A 10% or $50 (whichever is greater) late order fee will be applied for all orders placed less than 12:00 PM three business days prior to the event date.

Guest Counts & Final Menu

Confirmation of the estimated number of guests is required at the time your menu is decided. A final guaranteed number of guests is required by 12:00 PM three business days before the event. Menu details must be finalized by 12:00 PM three business days prior to the event as well. For billing purposes, your final bill is based on the guaranteed number of guests that attend your event, plus any additional guests in excess of that amount. We must receive a signed expense authorization form to be able to confirm your order.

Event Time

Events are billed in three-hour increments. Events exceeding the three-hour limit will be subject to additional service fees of $25 per staff member, per hour.

Pricing

All published and quoted prices are subject to change without notice. Some prices are quoted based on current market prices and will fluctuate accordingly. Policy and menu is subject to change without notice.

Cancellation

In the event that you must cancel a previously planned event, please contact your catering coordinator as soon as possible to avoid late charges. Cancellations not submitted prior to 12:00 PM three business days before the event will be assessed 100% of the event charge. If the event date is rescheduled, 50% of the original event will be charged.

Severe Weather Cancellation

If inclement weather is approaching, the university will make an announcement regarding the cancellation of events on campus. If they post a cancellation due to weather, we will adhere to their announcement and automatically cancel your catered event at a 100% refund if your event reschedules. If no arrangements have been made to reschedule within three business days, there will be a charge of 50% of the total cost prior to cancellation. Please note if your event is still being held and the university has closed, we cannot accommodate your event. Our catering coordinators will do their best to reach out to each client to confirm cancellations and to reschedule the canceled events.

Billing & Payment

A form of payment (purchase order, cash, check or credit card) is kindly requested three business days prior to the event date. We ask that contracts be paid in full three business days prior to event date. For large events, an initial deposit may be required.

Tax Exempt

We request tax-exempt forms be emailed to catering@stcloudstate.edu three business days prior to the event.

Serviceware and China

All disposable serviceware will be furnished as accompaniment to all items purchased. Some exceptions apply to orders being picked up. China and glassware are available for an additional charge of $2.00 per person for events held on campus, except for those held in Atwood Memorial Center (AMC). Events held inside Atwood Memorial Center will not incur china fees. Larger groups of 500 or more will be required to have a china quote from an outside vendor.

Linen

Tablecloths are supplied for all food and beverage service tables at events. Tablecloths and linen napkins are also supplied for guest rounds when a served (plated) meal is purchased. Tablecloths for non-food tables are available for an additional $2.50 per table, and are available in black, white, or ivory. Additional linen napkins are available for an additional $1.00 per guest (variety of colors available). Table linens must be ordered at least one week prior to your event. Specialty linens are available for an additional fee, and must be ordered at least two weeks prior to your event.

Meeting Room and Equipment

Please reserve all non-food related equipment by contacting the Atwood Memorial Center Conference and Scheduling Office at 320-308-4636. This will include room reservation, setup and room configuration, audio visual and other general information. Chartwells is not responsible to provide, set up, or remove equipment reserved through event services.

Please ensure a food-staging area and service tables are reserved when a kitchen facility is not available. Equipment must be set up and venue must be unlocked two hours prior to the start of the event. A fee of $25.00 may be applied to your contract should we need to return a second time for a delivery or pick up. Clean-up for late-night and weekend functions may occur on the next business day. Chartwells catering is not responsible for equipment or personal belongings left in public areas. Clients will be billed replacement costs for missing or damaged catering equipment or supplies.

Food Safety

Food safety and sanitation is a Chartwells priority. Any unused food remains the property of Chartwells Catering and cannot be removed from an event in accordance with state health regulations. All condiments and disposables also remain the property of Chartwells Catering.

Special Diets

Special diets are accommodated upon request; we kindly request that your needs be submitted as soon as possible. Additional fees may apply to adjusted meals.

Catering Wait Staff

All buffet and plated meals include adequate wait staff. Should you desire additional servers, or for an event that attendants are not assigned, you will be billed $25.00 per hour service fee.

Outdoor Events

An additional set up fee may be applied to events taking place outdoors.

Delivery & Pick-Up Orders

There is no delivery fee for catering services held on campus. Catering orders will include necessary disposable utensils, dinnerware, and condiments in quantities consistent with your order. To avoid a delivery fee, clients may pick up orders at the agreed upon spot. Pick-up orders are limited to disposableware only.

Calorie Counts

2000 calories a day is used for general nutrition advice, but calorie needs vary. Additional nutrition information available upon request.


Carved + Crafted by Chartwells at St. Cloud State University
720 4th Ave
Saint Cloud, MN 56301
320.308.4295