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Planning Your Special Event

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. We hope that you enjoy our catering guide. We look forward to working with you to personalize menus for all of your special events.

Arranging and Reserving a Date

Please contact us at your earliest convenience, so that we can get you on our calendar. You may contact the Catering Office at 501-569-3360. Some arrangements can be made by phone; others may require an appointment with our Catering Director. Please note: Events requiring special products, rentals or specialized materials, require a minimum of 5 days notice. This is the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions to determine which of the services would best fit your needs. Office hours are Monday through Friday, 8:00 a.m. -5:00 p.m. After we have finalized all the details of your special event, you will receive a confirmation document to be signed and returned to us. All cancellations and final arrangements, including the customer guarantee count and payment, MUST take place at least 3 business days prior to your function. If we do not receive payment by the day before your event, we will not be able to provide catering for the event. If you do not contact us with a final count within 3 business days, we will prepare for the estimated number on the invoice and charge accordingly.

Reserving a Location

Whether the Event is to take place on or off campus, the location reservation needs to be confirmed before we will deliver. If your Event will take place at the Donaghey Student Center, tables, chairs and other equipment will be arranged by you through Conference Services at 501-569-3324. Room reservations and facility arrangements outside the Donaghey Student Center should go through each individual building administration. When making the room reservation, please include all tables, trash receptacles, and other necessary equipment.

Fresh foods delivered at proper temperatures are critical to the success of your event and the safety of our guests. Our ability to properly staff for timely delivery is based on invoice delivery time. If your event location is inaccessible or has not been set up prior to your event, this will delay our delivery as well as affect the quality of your food. Event planners must ensure adequate building and room access as referenced.

Event Confirmation and Guarantees

Events not scheduled at least 3 days prior to the date of service are subject to menu/service limitations and additional fees. A guarantee is required 3 business days before your catered event to include the exact times, location, attendance, menu choices and room setup. You are responsible for contacting the Catering Department and canceling the event. You will be liable for 50% of your food bill for any event that is not cancelled in writing within 3 business days of the date of service. If UALR is closed due to inclement weather, all catering events will be automatically cancelled. You are responsible for any cancellation of facility reservations.

Payment

Cashier Check, Cash, University Account Number and Credit Cards are all valid payment methods. For all Catered Functions, payment must be finalized prior to the date of service. Non-University related groups are required to make a deposit of 50% one week prior to event, with the balance due 1 business day prior to the event. Tax Exempt Organizations are required to submit a copy of their Exemption Certificate prior to their date.

Delivery Fees

There is no delivery fee for catering services on the UALR Campus.

Attendants

To ensure that your event is a success, Catering Staff is available for an additional fee of $20.00 per Attendant, per hour. We recommend that you have an Attendant for all Receptions and Breaks for every 75 Guests, with the above fee assessed.

Food Waiver Fee

All on campus events are required by contract to use Sodexo Catering Services. If Sodexo cannot meet your catering needs as determined by the Sodexo chef, a food waiver fee is required for you to bring in outside food for your event. Please contact catering office to receive a food waiver form and return by fax to 501-682-6428. Payment options are cash and/ or credit cards only. Fees are listed below:
$175.00 for Registered Student Organizations (UALR campus only)
$375.00 for Non- Registered Student Organizations/ Off-Campus Entity

Catering Equipment

As the host of the Catered Event, you are responsible for the equipment we have provided for the service. Any missing or damaged Catering Equipment or Supplies may require charges to your account for replacement costs. For large events, specialty equipment may need to be rented. We can provide this at an additional charge.

China Charges

Our Catering Department provides high-quality plastic products as our standard, unless otherwise requested. China is provided for events located in the Donaghey Student Center if requested for an additional charge. Events occurring at alternate locations will be subject to additional fees. Please contact us for details.

Floral Charges

We will be happy to order, receive and handle specific floral arrangements for you. An additional fee will be determined in accordance with your selections.

Linens and Skirting

We will provide Linens and for Food and Beverage tables at no charge. If you would like Linen to be placed on Guests tables for Receptions, Breaks, Meeting Tables and Boxed Lunches there will be a $4.30 fee for each Tablecloth. Due to elevated cleaning charges for skirting and drop top tablecloths, if requested there will be a $10. charge for each droptop and skirted table used for food and beverage. If requested, other non- food tables may be skirted and covered at $4.30 per tablecloth and $21.99 per skirt. Some examples are event  registration tables, head tables and any additional table that will not be directly used for Food Service. Table skirting may be done on any table not exceeding one inch in thickness. Specialty Linens are available upon request for an additional charge.

Minimum Charges

Events servicing less than 25 guests may require an additional administrative charge of $50.00.

Sustainable and Organic Menus

Our Culinary Staff is happy to produce a sustainable and/or organic menu for your event. We can create fresh and healthy meals using local products that are free of  Pesticides, Hormones and Antibiotics. Some items may be limited based on availability. Please plan on paying an additional fee per person.

Food Removal Policy

Due to the possibility of contamination based on internal food temperatures, it is Sodexo policy that excess hot and cold prepared food items from events not be removed from the event site. If you want to remove leftover food from your event, you must notify catering manager prior to event and bring your own containers to do so. Items purchased for pick up should be properly stored prior to event and removed and disposed of by the host of the event.

After Hours Fee

Any event after 8:00pm will be charged an additional fee of $125.00.

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