CATERING POLICIES

Our team of catering professionals is available to assist you with planning every aspect of your event. Should you desire a customized menu for your event, we will be happy to meet with you to create a unique menu?

Please contact us to make an appointment to create your perfect event.

Phone Number: 307-268-2004

Email: Kira.Potter@sodexo.com

Sincerely,

Your Sodexo Catering Team

Kira Potter

Catering Coordinator

Daniel Parsons

General Manager

Planning Your Event

Sodexo has exceptional culinary skills and extensive capabilities to satisfy a wide range of catering needs. We are passionate about food and dedicated to making sure things are as perfect as possible for your special occasion! Please use this guide to understand processes, procedures and expectations as we work together to achieve a smoothly executed and memorable catered event. Our experienced event planning specialists are very consultative and will be happy to answer all of your questions and concerns and assist you in planning every detail. We look forward to serving you!

How to Contact Sodexo Catering

When you have a catered event in mind, please contact us as soon as possible. Even if you are not yet sure of such details as the exact event date, event location and number of guests that will be in attendance, it’s a good idea to touch base with us as early on in the process as possible.

Some catering arrangements through Sodexo can be made by phone, email or online; other catering arrangements require an in-person appointment with one of our catering supervisors. It’s easy to get in touch with Sodexo about your catering needs. Here are the options:

Visit Our Office: Please reserve a time to meet our Event Planner in person at Tobin Dining Hall. Covid – 19 restrictions require a set time and location to meet, and face coverings are required on campus. Our office hours are Monday through Friday, 9-5. Please be aware that we are closed on some holidays. Visit us on the Web: You may contact us about your catering needs through our online catering Website at casper.catertrax.com. The ultimate in convenience, this site will enable you to easily view our fabulous catering menus, see your order history, place recurring orders and much, much more. Give us a Call: You may speak with an event planning specialist by calling 307-268-2004. Send us an Email: You may email us at Frank.Fraker@sodexo.com

Event Location Reservation

You must make arrangements to secure a location for your event. Whether your event will be taking place on or off campus, you will need to officially “reserve” the space in order for us to be permitted to serve you in this location. To reserve a space for an event on campus, please contact facilities@caspercollege.edu or call 307-268-2265.

Event Tables, Chairs & Other Equipment

You must make arrangements to secure tables, chairs and other equipment you may need for your event. Please contact 307-268-2265 to make these arrangements.

Event Confirmations & Guarantees

No less than five days from the scheduled catered event, your order must be placed and confirmed in Catertrax. You will also be asked to provide us with a “final” number of guests that will attend your event; the “estimated” number will be used if you don’t know the “final” number. This document will outline the terms of your agreement with our Catering Office and include all event details and requirements, including time, date, location, menu selections, number of attendees, professional services, equipment, and staffing. This helps us to provide a higher quality of service by ensuring the correct amount of product ordered, the appropriate staffing, and time to adjust any other details.

Event Changes and Cancellations

No less than three days from the scheduled catered event, please make us aware of any last minute event changes (including increases or decreases in the number of attendees) or if your event needs to be canceled. Please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred by the Catering Office.

Event Payment

Payment must be arranged prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, American Express, cash, check, purchase order, department accounts and foundation accounts. Payment must be processed within 1 business day of your event. If your group is not a university, college or school: - Sales tax will be added to your bill. If you are a tax-exempt organization: - You must submit a copy of your tax-exemption certificate prior to the date of your scheduled event. All guests other than Casper College and Casper College Foundation are subject to a 15% service fee.

Delivery Fees

There is no delivery fee for catering services held on campus. Deliveries off campus will be subject to a dollar amount or 10% delivery fee, whichever is greater, and not to exceed $25.00.

Service Staff and Attendants

Buffets, continental breakfasts, breaks and receptions are priced for sell-service.

If attended service is desired, the charge for each staff member is:

Attendants/Wait staff $25.00 per hour Station Chefs $35.00 per hour -Service staff members are only available with purchase of Sodexo Products and Services.

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. The cost to replace any missing or damaged catering equipment or supplies will be charged to your account. For very large events, specialty equipment may need to be rented at an additional charge.

China Charges

We provide high quality plastic products unless otherwise requested. We offer china service for any event at an additional charge. Full Meal Service and Silverware $3.50 per guest Coffee or Beverage China Service $1.50 per guest Reception China and Silverware $2.75 per guest Eco-friendly disposables $1.50 per guest

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs. We do not do floral arrangements in house.

Linens

We provide linens for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks, meeting tables and boxed lunches, there will be a $6.00 for each tablecloth. Other tables may be covered at $6.00 per tablecloth. Drop cloths that are 90 x 156 for 8-foot or 90 x 132 for 6-foot tables are available at $6.00 per drop cloth. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. We can also provide napkins to meet your color scheme for $0.80 each. Specialty linens are available upon request for an additional charge if they are available from our supplier with a 2 week notice.

Food Removal Policy

Due to health regulations it is the policy, of Sodexo Catering at Casper College, that excess food items from events cannot be removed from the event site unless an indemnity agreement is signed by the host. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event. We are a proud supporter of the Wyoming Food for Thought Project. We donate all food that has been well cared for to them to distribute among local food banks.

Alcohol Policy

All alcoholic beverages must be served by licensed personnel and consumed in designated areas. Proof of age will be required. Contracted companies can reserve the right to refuse service of alcoholic beverages to any person. All alcoholic service requests must be approved by the President's Office before planning several weeks/months in advance as this is traditionally a dry campus.