We pride ourselves in 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 of the event is only tentative, please make arrangements with the catering department so that we can at least get you on our records. You may contact the catering department at 318.357.4540. Some arrangements can be made by phone or email, others require an appointment with the Director of Catering. The office hours are Monday through Friday 8:00 a.m. to 4:30 p.m.
Catering arrangements and menu selections should be confirmed at least: 10 business days prior to the event. While we can sometimes accommodate your needs with less lead time, sufficient notice allows us to schedule production and staffing needs, eliminate any late charges to you.
After we have finalized all the details of your event, you will receive an event contract form to confirm with a signature. Please carefully review all information on this event order form for accuracy and completeness befor signing. Make any necessary changes, sing and return 7 business days in advance via fax to 318.357.6900.
Reserving the Room
On campus or off, the location needs to be reserved before we deliver. Please reserve your room with the building director. When reserving the time please allow additional time set up prior to the start time of the event and additional time for clean up following.
- Served Meal - allow two hour set up and two hours clean up
- Buffet with Dining Tables - allow one hour set up and one hour clean up
- Buffet Only - allow one hour set up and one hour clean up
- Reception - allow one and a half hour set up and one hour clean up
- AM/PM Break/Beverage Service - allow one hour set up and one half hour clean up
The cateirng event planner can advise you on the total number of tables needed based on your menu and guest counts. Tables, chairs, trash cans and other equipment will need to be arranged by you contacting Red River Sanitors at 318.357.6805. Please include tables and trash cans for the food stations as well.
Changes/Guarantees/Cancellations
All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed three business days prior to the event. Functions cancelled with less than seven business days notice will incur a charge. If Northwestern State University is closed due to inclement weather, all catered events will be automatically cancelled. If you do not contact us with a final count within three business days prior to the event, we will prepare for the estimated number and charge accordingly.
Payment
All catered functions must have a secured payment before thhey occur. Cash, check, credit card, or university requisition order are all valid payment methods. Non-university related groups are required to make a deposit of 50% at time of booking with the balance due three days before event.
Non-university groups are subject to 9% sales tax for all events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their date.
Minimum Charges
There will be a minimum charge of $50.00 for beverage orders and $100.00 for food orders. Arrangements for orders less than the minimum amount can be made if they are picked up.
China Charges
NSU Catering provides high quality plastic products as our standard, unless otherwise requested. We also offer china service for any event at an additional charge.
Served Lunch or Dinner - |
$4.00 per person |
Coffee or Beverage China Service - |
$2.00 per person |
Full Bar Glass Service - |
$2.00 per person |
Reception China and Silverware - |
$3.00 per person |
Buffet China and Silverware - |
$3.00 per person |
Linen
As a standard, we provide tablecloths and table skirting for all food and beverage tables. Linen for guests tables are only included with full service plated meals. Linens for guest tables can be provided at an additional charge. The same applies to registration tables, name tags, head tables and any additional tables that will not be directly used for food and beverage set up.
Other linen colors, depending on availability, may be placed as special orders. Specialty linens are also available for your food and guest tables for an additional cost, please set up an appointment to view the linens.
Attendants
To ensure that your event is a success, catering staff will be provided for all served meals and buffets for the first two hours of service. If additional time is needed, a fee of $15.00 per hour, per attendant will apply. servers for receptions, bars or coffee service a fee of $15.00 per hour, per attendant for a four hour minimum will apply. To ensure that your event is a success, we recommend that you have an attendant for all receptions and breaks for every 50 guests (excluding coffee services) and all china events.
Delivery Fees
Ther is no delivery fee for on campus catering events unless minimum are not met. Deliveries off campus are subject to a fee.
