Policies & Procedures

 

Thank you for choosing Carved and Crafted at the University of Regina. In order to ensure a well-organized event, we ask that you follow these catering policies. Should you have any questions, please discuss these policies with our catering department prior to the event.

 

We hope you will find suitable and appropriate items in the menu. However, if you have any special requests for a food item not shown we will be pleased to customize your menu and provide you with a quote. All prices are subject to change and will be confirmed up to thirty days (30) days prior to the event.

 

Based on Saskatchewan Health and Safety recommendations, any leftover food and beverage remains the property of Chartwells and may not be removed from the premises. Please contact the catering office if you require additional information.

 

Ordering Lead Time

 

Please provide your final menu selections thirty (30) business days prior to your event to ensure that we are able to fulfill your selections.

 

For larger events, your final numbers must be provided to us five (5) business days before your event. If we do not receive confirmation of guaranteed numbers, we will prepare and charge for the last contacted number quoted. The customer will be billed for the guaranteed number or number in attendance, whichever is greater. For served meals, we will prepare for up to five per cent over the guaranteed number, to a maximum of 10 extra meals. If more than 10 extra guests are present the main meal service could be delayed as we make arrangements to accommodate the increased numbers.

 

We will make every effort to accommodate last minute requests but lead time is necessary to ensure that fresh ingredients and adequate staff are available. An event confirmation will be sent to you outlining details of the arrangements you made with us. Please review and call us immediately if there are any changes to be made.

 

Menu Selection

 

Our Food Service team takes pride in our menus and executing your catering order. Should you desire a custom menu, please contact Chartwells, at least three weeks in advance of your function. This will allow us to source and plan accordingly and ensure availability of products. Custom menus are subject to market price. We will gladly accommodate requests for vegetarian, vegan, gluten free, lactose free, and halal menu items with advance notice

 

Leftover Food

 

Due to Saskatchewan Health and Safety Policy Assurance restrictions, leftover food cannot be packaged or boxed for carry over or take-home purposes.

 

Weekend Events

 

Any events catered on the weekends will have labor charges added to their invoice, with a minimum of 3 hours @ 20.00 per hour. There is no catering on statutory holidays.

 

Linen Charges

 

One black tablecloth is provided for each food table required; any additional linens will be charged a fee of $5.00 per linen. In the event that a special linen is required additional charges will apply. Skirting can be provided at a cost of $5.00 per skirt (black only)

 

Delivery Charge

 

Any events catered for less than $50.00 will have a delivery charge of $5.00 added to their invoice.

 

Administration Fees

 

Any catering order placed by Chartwells on behalf of the Customer will be subject to a $20.00 administration fee. This charge does not apply to a custom menu.

 

Pricing and payment

 

Prices are subject to change without notice.

Prices do not include an 18% service fee (mandatory for external clients) and GST/PST and are subject to change without notice. For all external events an advance deposit of 50% is required to confirm your food service date. The amount will depend on the type of event.

We require a minimum order of $50 not including service fee and GST/PST to deliver.

Additional charges may apply in the following situations:

• For functions where ceramic and/or glass is requested in place of single use disposable products.

• When additional staff are requested which exceed the normal complement scheduled.

• When linen required is in excess of that supplied for the presentation and service of the food.

 

Alcohol Special Occasion Permit

 

Is the responsibility of the client to arrange for their own SOP, a copy should be provided to the Campus Security Manager 4 days prior to any event with alcohol service. The client must bring the SOP to the event. Should the client be serving any outside beverages an additional corkage fee will be added.

 

Booking Guidelines

 

In order to ensure that your catering selections receive the proper attention and are delivered on time, we kindly request that you follow the booking guidelines indicated below. 

48 hours’ notice for coffee, pastry, breakfast and cold luncheons, 

72 hours’ notice for hot lunches and dinners, 

5 business days for special events, 

24 hours’ notice or less will be subject to a $20.00 late booking fee, 

A minimum of 2 business days must be provided for any changes to booked caterings, changes outside of this time frame may not be accommodated. No changes will be accepted to same day booked caterings.

 

Cancellations

 

We realize that emergency cancellations do occur, and we will do our best to avoid any cancellation charges. For small events, if an order is cancelled at least 48 hours in advance, we can usually avoid any charges except for specially ordered food products or prepared foods that cannot otherwise be utilized. Cancellations made less than 48 hours will result in full payment of event.

 

Set-up

 

Orders are served with quality disposable ware. Our delivery personnel will set up your order with a tablecloth and all utensils and condiments required for your service. It is the client's responsibility to provide access into the building (if required) and tables in which to place the food and beverage.

 

Clean-up

 

Clean-up is not included in the pricing for drop off orders delivered on disposable service ware (except pick up of food service equipment). If requested at the time of the order, clean-up services can be provided for an additional charge. Orders that specify service on china include clean-up in the pricing.

 

Any unreturned catering equipment will be billed to the customer at replacement cost.

 

Guidelines for Bar Service

 

Carved and Crafted Catering operates under the University of Regina permanent Institutional Liquor License and is governed by the regulations and procedures established by the provincial Legislation (AGLC) and the University of Regina. Arrangement for alcohol services is required a minimum of 5 business days prior to your event.

 

Cash or Host Bars

 

Carved and Crafted will supply the entire product, both alcoholic and non-alcoholic, appropriate for the event. Bartender(s) will also be provided to dispense drinks throughout the duration of the event. Disposable glassware, ice, mixes etc. will also be supplied.

 

Food must be made available at all events with liquor service.

 

A minimum of $250.00 (per bar) in sales must be generated for any cash/ host bar. Should this amount not be reached the client will be billed for the bartender at a charge of $25.00 per hour (per bartender) minimum 3-hour charge. Re-stocking fee may apply for special liquor order. Please check with your catering representative for detail information.

 

Bar prices listed are for cash bar service. Prices listed will be subject to a 18% Service Fee and GST/HST for host bar service.

 

Guarantee and Minimum Number of Customers Per Event

 

A guarantee of number of customers are required 72 hours prior to the event date. Should your guest count go up unexpectedly on the day of the event, requests for additional food/beverage will be accompanied where possible.

 

External Caterings

 

A fee of $20 will apply for all external caterings. In order to ensure your catering is delivered on time we require a 30-minute delivery window prior to the event start time should weather conditions apply the client will be contacted regarding their catering.