St. Ambrose University

Campus Dining at St. Ambrose University

Catering Services - Event Planning

Planning Your Event

At St. Ambrose University, our experienced staff will be delighted to help you create the right menu and atmosphere for your event. Early planning for our event will enhance your experience. After you identify your special date, please call the Campus Event Coordinators Office at 563.333.6253 to determine space availability. The Campus Event Coordinator’s Office of St. Ambrose University will plan your reservation and assist you in the coordination of your event.

For your food needs, please call Sodexo at 563.333.6014 or 6013 during regular business hours. Our professional catering staff will assist you in creating a memorable event. For this reason, we ask that you contact us a minimum of two weeks prior to your function.

Menus
Enclosed you will find several menus which contain many suggestions to help you in planning your event.  Our catering staff is happy to customize a menu to meet your needs.  All catering orders need to be placed with the Catering Office 7 days prior to the date of the event.  Please note that all food and beverage prices are subject to change without notice, but may be confirmed two months prior to your event.  We request that all food and beverages be provided by Sodexo Campus Services at all events on campus.  Exceptions include wedding cakes and special mints or candies. 

For food safety reasons, Sodexo does not allow any leftover food items to be taken home by our guests.

Room Reservations
As soon as you select a date for your event, contact the Catering office to reserve service.  St. Ambrose University reserves the right to reassign rooms depending on availability and party size. Sodexo is also happy to cater at many other locations in the area.  Whether it is a small gathering in your home or office, or a company party at the park or local hall, the Sodexo staff will arrange for everything from china and linen, to tables, chairs and decorations.  All St. Ambrose University sponsored functions require a Food Service Authorization form prior to your event.  Non-St. Ambrose University functions require a signed facilities agreement on file in the Campus Event Coordinators Office 563.333.6253.

Guarantee
Final attendance must be confirmed with the Catering Office 72 Business Hours in advance, or the expected number will be used as the guarantee.  The number will be your guarantee and not subject to reduction.   We will always set and prepare for 5% over the guarantee.  On your final bill, you will be charged for your guarantee or the actual attendance, whichever is greater.  For every event, we will send out a confirmation detailing the service time, menu, location and charges.  Please review these confirmations carefully and notify the Catering Office with any changes.

Payment Policy
All payments are processed through Sodexo Management Services.  All catered functions must have a secured payment before they occur.  Non-University related groups are required to make a payment of 75% 30 days prior  with the balance due at the confirmed final guarantee date, which is 72 business hours prior to the event.

Service Charge and Tax Exempt Certificate
All Non-St. Ambrose University functions will be charged a 12% Service Charge that is divided between Sodexo Campus Services and St. Ambrose University for all pre-function set up and post-function clean up services.  This is not a Gratuity for your function personnel, but if you would like to add a Gratuity for the service staff, you may indicate this on your payment to Sodexo.   If you are a Tax Exempt Corporation, it is necessary to have a copy of your current tax-exempt certificate on file in our office to handle your account on a tax-exempt basis.  If you are not tax exempt, all food and beverage transactions must incur the current 7% Iowa State Tax.

Cancellations
If you need to cancel your plans, a three-business day notice is required to help avoid charge for incurred expenses.  Cancellations must be made with the Catering Manager 563.333.6014.

Entrée Selection
A single entrée selection is recommended for all meal functions.  If a second selection is necessary, the exact number of each entrée must be guaranteed 72 hours prior to the event.  Special dietary requests can be accommodated with prior notice.  The higher of the entrée prices will be charged for all entrees.  Color-coded place cards must be used to indicate where the special dietary meal is to be placed. 

Audio Visual Needs
St. Ambrose University Campus Events Coordinators Office must be notified of any special services such as AV needs, electrical connections, setup of tables and chairs, staging, etc.  The client will be charged at the prevailing rate.  For information regarding fees, please contact the Campus Events Coordinators Office at 563.333.6253.

Tobacco-Free Campus
Effective July 1, 2008, the use of any form of tobacco is prohibited in or on any property owned by St. Ambrose University.  (Iowa Code Chapter 142D)  Anyone in violation of the Iowa law may be subject to the state’s regulation, enforcement and civil penalties.  No ashtrays or smoking receptacles will be available on campus.  All students, employees and visitors share responsibility for adhering to and enforcing the policy.

       
Catering Images