When scheduling services or reserving a room, the Catering Department will need the following information:

• Date and time of the event

• Location of the event

• Name of organization or department financially responsible

• Estimated number of guests

• Type of service required

• Billing information (invoice address or university account number)

Room Reservations
The first step in planning your event is to book a campus location.  If you are billing your event to a Winthrop University budget code, you will need to comply with the University Space Use Policy.  For events not billed to a Winthrop University budget code, please contact the Office of Public Events at 803.323.2196 for information on reserving campus venues.  When reserving your location, please request that the facility be open and available to the Catering Department 4 hours prior to the start time of the event.

Room Setup
The person hosting the event is responsible for arranging setup of tables, chairs and audiovisual equipment.  Room set up arrangements can be fulfilled with Facilities Management during the completion of your space request.  The Catering Department will be happy to help you develop a floor plan for your event to provide to Facilities Management.

Menu Planning
We encourage you to schedule a meeting with our staff to discuss your event when you begin planning.  Our office hours are Monday-Friday, 8:30 am - 5:00 pm or by appointment.  We have tried to provide a variety of menu and service options in our guides, but these are suggestions and not an exhaustive list of our services.  Our experienced staff will gladly work with you to develop special menus, themed events or different service styles to make your event memorable.

We will provide meals for vegetarians or those with special dietary needs upon request.  Event menus will be priced when the event is confirmed.  Due to market fluctuations, prices will be guaranteed for thirty days after the quote, but may vary from prices quoted in the guides.  Some food items are seasonal and may not be available at all times.  Every effort will be made to accommodate your menu requirements with requested items or comparable substitutes.  You will be notified in advance if substitutions are made.

Prices listed in the guides are per person unless otherwise noted.

When planning your meal and program, remember that when your program begins the servers will leave the dining area to avoid noise and distractions that may disturb your guests.

Guest Counts
An estimate guest count will be needed when your event is booked with the Catering Department.  A final guest guarantee must be provided 3 business days prior to your event.  If the actual guest count exceeds the estimated or guaranteed guest count, billing will be based on the actual cost.  If the actual count is less than the guaranteed count, billing will be based on the guaranteed count because food will have been prepared for that number of guests.

It is the planning representative's responsibility to notify the Catering Department of any changes in the guest count as soon as possible.  Changes made less than 3 days prior to the event may result in additional charges or in requested menu options not being available for the entire group.

Late Orders
We will make every effort to accommodate orders placed less than 7 days prior to the event, but may have limited menu choices on short-notice.  Additional charges may result for late orders.

Cancellations
Orders may be cancelled until 3 business days prior to the event with no penalty.  Orders cancelled less than 3 days prior to the event may be charged for costs incurred on your behalf.

Rentals and Decorations
The Catering Department uses white linens as a base for all tables.  Special colors and sizes may be available.  Please notify us of any special requests when you confirm your event.

Grills are available for rent to any Winthrop University department or organizations.  Requests should be made at least one week prior to your event date and grills are available on a first-come, first-serve basis.

Billing

A Winthrop University budget code purchase order number must be provided when your event is confirmed.
Events billed to a Winthrop University budget code will receive a 15% discount off prices listed in the guide.
Events cannot be finalized if a PO number is not provided by 48 hours prior to the event date.

IT IS THE POLICY OF THE WINTHROP UNIVERSITY CATERING DEPARTMENT THAT NO FOOD OR BEVERAGES BE REMOVED FROM A FACILITY WHERE A CATERED FUNCTION IS HELD.

Prices may vary based upon availability.  Price will be guaranteed when the event is scheduled.