Catering Policies

Billing Procedures

An invoice will be issued for college related functions at completion. All invoices are net 30 days. If you are charging the amount to your Albion College code number, please sign the invoice, assign the code number and return to Dining & Hospitality, KC 4677.

If you intend to pay by cask or check, please bring your payment to the Dining & Hospitality Services Office in Baldwin Hall and you will be issued a receipt for your payment.

Off campus groups may be charged a 50% deposit, with the balance billed after the final cost have been calculated.

All fraternities and sororities are responsible for payment in advance on all items purchased from our department. When using the Mary Sykes Room, a $35.00 fee will be charged for resetting the room. If the Briton Room is used and left in order, there will be no charge. A cleaning fee will be incurred in the room is not put bock in order and the group using the room will be billed.

All weddings will require, in addition to the deposit paid when booking is confirmed, 50% payment 30 days before the event and the other 50% seven days prior to the event.

If you have any questions, please do not hesitate to call our Office at ext. 0318.

Board Food Credit

To support extracurricular learning opportunities for the students in college-recognized student groups, Dining & Hospitality Services will offer the group a food credit option for students attending special events sponsored by their organization which might substitute for a board meal plan. Groups may take advantage of this meal option once per semester according to specific guidelines. Money is not issued, only food is used as credit.

1. Only groups that are College recognized student organizations may apply for food credit and only once a semester.

2. A group function for which a credit is requested must have some relationship to the organization's function, such as a residence hall having a special ethnic dinner.

3. Food credit is only available for events scheduled during a mealtime Monday through Thursday, only one credit per semester and it is subject to the approval of the Director.

4. An officer of the organization must obtain all required signatures, written legibly, and return it to our office 10 days in advance of the event.  The organization's representative will be contacted after all signatures have been verified and then will meet with our department to decide what food will be available form the Dining & Hospitality Services Catering List.

5. Food credit will be accrued by the group on a per person basis depending on what the current credit is for each meal according to the board rate.

6. All food credit accrued by an organization must be used by the end of each semester.

We hope that this will provide another alternative for your group as they plan member activities.  Please call our office for more information.

Cancellations & Changes

Cancellations must be made 48 hours in advance of an activity. One week's notice will be required for orders and events mandating special or excessive product and/or labor. Activities canceled without proper notification will be subject to a cancellation fee based on the product and labor loss.

At least 48 hours advance notice must be given on changes in amounts and counts for an activity or product request. One week's notice is required for changes requiring a large change in production or labor. Minor count changes will be accepted with 24 hours notice at the discretion of the Director of Dining and & Hospitality Services. 

Guarantees

Invoices will be billed at no less than the confirmed count. No credit will be given for a count change unless 24 hours notice has been given.

Food Policy

All food consumed in Baldwin Hall and Bellemont Manor must be purchased from Dining & Hospitality Services, no food will be brought in. Albion College organizations may bring food into other areas such as the I-House, Kresge, Nature Center, etc.

No food may be taken from any function catered by Dining & Hospitality Services for home or other use.

Late Fees

All activities are expected to start at the appointed time. Any activity starting more than 15 minutes late will incur a labor charge. The charge made is based on the amount of additional staff hours needed to cover the lateness at a rate of $16.00 per hour per staff member.

Minimums

In certain areas, a minimum amount of product or minimum count is required in order to book an activity. Minimum count for meals (In all areas) is as follows:

Served Meal - 20                   Buffet - 30                  Picnic - 50

A minimum fee of $8.00 will be added to any delivery, except to Bellemont Manor and Briton Manor. Picnics, either on or off campus, and any other off campus deliveries will be billed at a higher rate. A minimum fee of $8.00 will be charged to pick up materials left from any function needing to be returned to Baldwin Hall.

Meals booked at places other than Baldwin Hall, except for Bellemont Manor, Briton Manor or picnics, will incur a minimum fee of $150.00. Functions requiring an excessive amount of equipment or product to be transported will be billed at a higher rate.

Some activities will require additional fees for delivery, staffing, set-up and pick-up.

Special Function With Guest Speakers

Arrangements must be made in advance when booking any function that will include a speaker or program. A $300.00 charge will be assessed to cover additional labor costs.

Alcohol Policy

Use of alcohol is not permitted at any function catered by Dining & Hospitality Services.

Holidays

Any activity that falls on a holiday, as defined by the Union Contract, will have a labor charge added to cover holiday premium pay.

Use of Dining & Hospitality Services Equipment

Albion College organizations may borrow equipment with the approval of Dining & Hospitality Services. Equipment must be returned in the same condition as when loaned. If the equipment is damaged in any way, the borrower will be charged for replacement value of the item. A $25.00 fee will be assessed for each day past the return date. There will be a $50.00 deposit required for beverage dispensing units and some other equipment may require a deposit as well. An equipment Loan Slip will be filled out and signed at the time of pick-up.

Use of Other Equipment

When confirming a booking for a special event, please identify any additional needs.  platforms, podiums and any non-meal service equipment must be ordered through Campus Services. All equipment needs must be approved by Dining & Hospitality Services before contacting Campus Services. For events held outside Baldwin Hall, tables and chairs must be ordered from Campus Services. Public address systems and microphones must be coordinated through Technical Services and must be approved by Dining & Hospitality Services.