On Campus Catering Guidelines
The menu is just the beginning when you planning your event. Whether it’s a simple morning coffee break, a VIP luncheon or an elegant hors d’ oeuvre reception, the pages are filled with fresh, contemporary ideas. Please review our campus catering menu for some of our most popular services.
The menu options are only a starting point. Let our Executive Chef or Director of Catering help you customize an innovative and creative menu perfect for any occasion. Our desire is to serve you a truly memorable meal made of fresh, high-quality foods prepared from scratch with authentic ingredients. This is an event you would be proud to host.
Catering Guidelines
Room reservations are handled through the Reservations, Information and Conference Services Offices located in the John F. Kennedy Center for Student Life, (814) 472-3005. Please make all reservations, room set-up, AV needs, staging, podium requests, etc. through the RICS Office. Your room reservation must include proper set-up and clean-up time. Room reservations need to be made prior to contacting the Dining Services office. In order to plan and schedule properly, Dining Services must be notified a minimum of two weeks before your event. Event reservations are handled by emailing catering@francis.edu or calling the Saint Francis University Catering Department at (814) 472-3238. Please consult our catering staff about any special needs allowing adequate time for planning and preparation of special dietary needs, linen requests or flowers.
CATERING DEPARTMENT
When arranging for catered services, we ask that you plan as far in advance as possible. Our preference is that you contact our Catering Department at least two weeks prior to the event, even if you do not know the final number of guests, this gives us enough time to create the best event for you. The Catering Department will make every effort to satisfy your requests for functions booked less than one (1) day prior to the event date. A 10% late fee is charged for any function booked after 1:00 PM the day prior to the event. The Catering Department reserves the right to substitute items based on product availability. We will make every attempt to inform you of this change as far in advance as possible. Please discuss with the Catering Management team any special dietary requirements. In case of inclement weather, please discuss a secondary plan to insure the success of your event. The Catering Department no longer loans or rents equipment and supplies unless food is provided by Saint Francis University Dining Services.
UNIVERSITY POLICY
As Saint Francis University policy mandates, department funds allocated for food services must use the Saint Francis University Dining Services Department.
INFORMATION HELPFUL IN MAKING YOUR ARRANGEMENTS:
- Theme of or reason for your event.
- Style of service (buffet, served, drop-off)
- Vegetarian meals needed?
- Program details-awards ceremonies, speakers, etc.
- Special diet restrictions?
- Floral arrangements and center pieces?
- Special layout needs (reserved seating, registration tables, etc.)
- Budget parameters
- Weather-Is a rain site required?
- Form of payment (account number, check, cash, credit)
- China or disposable service?
- Fax number or email for order confirmation.
TYPES OF SERVICE
Served - All courses are served at your table. Depending on time constraints of your event, the salad and/or dessert courses can be pre-set. Pricing is based on a single- menu entrée selection. If your event offers more than one entrée choice, you are required to give the Dining Services Catering Department a specific guest count for each entree ordered three (3) business days (Wednesday for Monday) prior to the event.
Buffet -This style of service offers a variety of menu choices. Quantities of food prepared will adequately serve the number of guaranteed guests. This however does not imply all-you-can-eat. Buffets for less than 25 people will incur an additional charge. A buffet is suggested when the following may occur: guests arriving at different times; physical layout of the room; mixed crowd requiring a varied menu; lack of facilities to formally serve or a more informal style of event.
Delivery Set-up/Pick-up - Deliveries made on campus with a set-up required. Please be sure to order adequate tables for food and beverage service and have them setup at least one (1) hour before the event is to begin. We will set-up approximately 15 minutes before your event is to begin unless instructed otherwise. If you need the event picked up promptly at the ending time, please be sure to indicate that when you arrange for catering service. A delivery fee of $5.00 will be added to any order under $25.00. Delivery times are available 7:00 AM to 7:30 PM. Any delivery before or after these times may incur an additional charge dependant on time, guest count and location. Pricing includes pick-up of all equipment. All equipment is the sole property of Saint Francis University Dining Services Catering Department and must be secured by the customer until picked up by our staff. Any equipment not returned or returned damaged will be charged full replacement cost.
Delivery Drop-Off - Deliveries made on campus with no set-up required, as well as no pick-up/clean-up. We will drop-off your order approximately 15 minutes before your event is to begin unless instructed otherwise. A delivery fee of $5.00 will be added to any order under $25.00. Delivery times are available 7:00 AM to 7:30 PM. Any delivery before or after these times may incur an additional charge dependant on time, guest count and location. Pricing includes disposable-ware. Drop-off cannot occur if the menu requires reusable equipment.
Pick-Up/No Frills Service - Carry out service can be arranged for items you may wish to pick-up from the Dining Services Catering Office. Pick-Up/No Frills cannot occur if the menu requires reusable equipment. Please see our No Frills Menu for options.
LINEN
All prices for meals and receptions include standard linen services with house colors for all food tables including guest seating tables. Additional linen can be rented for an additional charge. House colors are red and white. Custom linens and colors are available at an additional charge.
CHINA SERVICE
All Saint Francis University sponsored events held on campus will be provided with linen and china service unless otherwise designated. Events held off campus and/ or not Saint Francis University sponsored will be provided linen and disposable ware. China service with Saint Francis University standard catering china may be added at a charge of $3.00 per person, per event.
BAR SERVICE
Saint Francis University does not have a liquor license. Any event not sponsored by Saint Francis University must provide proof of insurance with a certificate of coverage for liability insurance for the event. Two copies of the certificate and a copy of this signed contract need to be provided to the Reservations, Information and Conference Services Offices located in the John F. Kennedy Center for Student Life thirty (30) days prior to your event.
All full bars will be charged $4.00 per person for the first hour and $2.00 per person every hour after, the set-up fee includes all mixers and garnishes. Beer and/or wine bars will be charged a $2.00 per person per hour bar set-up fee. Fees include one (1) bartender for two (2) hours of service per 75 people. A bartender is required for any event that serves alcoholic beverages.
SERVICE CHARGES
Most meals include the price of appropriate wait staff. If an attendant is requested for an event not requiring normal wait staff services:
- Server/Attendant $15.00 per hour - 4 hour minimum
- Chef Attendant $20.00 per hour - 4 hour minimum
- Bartender $20.00 per hour - 4 hour minimum
RENTALS
The Catering Department will be happy to arrange any rentals you need for your event through our rental company. All costs will appear on your final bill.
FINAL GUARANTEE
A 15% fee will be charged to any non-university event. At the time of booking, we will send you a copy of the event sheet for your final approval. We ask that you sign the event sheet to verify that you understand the menu charges and return it to the Dining Services’ Catering Office within twenty-four (24) hours. The expected count that you give us should be as accurate as possible. The Catering Department will plan; purchase and bill for all guests that you indicate will attend. If actual guest count exceeds the guarantee, we will adjust the invoice to reflect the additional charges. A final guarantee number must be given to the Dining Service Catering Department no later than seventy-two (72) hours (3 business days) prior to the event, Wednesday in case of Monday event. Cancellations up to three (3) days prior to the event are without charge. After three (3) days but prior to the day of the event will be charged 25% of the event order. Cancellation or failure of cancellation same day of event will result in a full charge of entire event. Any non Saint Francis University sponsored event is subject to the current Pennsylvania state sales tax rate unless proof of exemption is provided.
PAYMENT ARRANGEMENTS
At the time your order is placed we will need your Saint Francis University account number so we can start processing your event. If you are not billing through the University Billing Department and are not University Faculty, staff or a current student, we require an advance deposit of 50% of the estimated cost of the event. The balance is due at the time of the event in cash, check or credit. Any additional costs incurred during the event will be billed within seven (7) days of the event and payment is due fifteen (15) days after that.
DINING HALL AND RETAIL MEAL VOUCHERS
For those clients that would prefer taking a group to the Torvian Dining Hall, Frankie’s, Café Gubbio, or Padua Express during regular business hours, Saint Francis University Dining Services provides meal vouchers. Please contact the Dining Services office at (814) 472-3016 or dining@francis.edu to place your order for your vouchers. Although all of our operations accept cash at the door, we would like to know in advance if large groups are going to be using our facilities so that we can prepare for and provide the best service.
FOOD SAFETY
Saint Francis University takes exceptional care to follow recommended proper food handling procedures in the best interests of our clients and guests to help reduce the risk of foodborne illness. As such, we have certain service guidelines designed to help us maintain this high level of food safety practice. These guidelines include not serving or making available for service any food or beverage that was not produced or supplied by Saint Francis University Dining Services or one of our approved vendors; adhering to time limits that food may be held safely for service; limiting the service of certain foods to certain locations and conditions under which food safety guidelines can be upheld and keeping customers from removing perishable foods from functions for later consumption. These and other guidelines have been put in place to help protect you and the University from the risk of foodborne illness.