Planning Your Event

We pride ourselves in being able to meet everyone's catering needs.
The following steps will help you through the process of organizing your special function.

THIS GUIDE:

This guide is intended to inform Champlain College faculty, staff, groups, and clubs as to the catering options available to them through Champlain Dining. Guests of the college should book and plan there events with The Conference & Event Center - (802) 651-5957.

RESERVING A DATE AND LOCATION:

As soon as you know you have an event to plan, contact the Event Center to find out about available dates and spaces, and to confirm your choice. The Event Center will handle all of your event needs including your catering order. They can be reached at (802) 651-5957 or eventcenter@champlain.edu.

All information such as location, number of guests, time of the function, and menu selection should be decided at least ten business days before the function. The Event Center will take care of ordering tables, chairs, trash cans, audio-visual, and other equipment needed for your event.

EVENT CONFIRMATION AND GUARANTEE:

A guarantee is required three business days before your catered event. Please contact the Event Center to confirm and guarantee the exact times, location, number of guests, menu choices and room setup. If you do not contact us with a final count three days in advance, we will prepare for the estimated number and charge accordingly.

CANCELLATIONS:

If your event is cancelled you are responsible for contacting the Event Center and canceling your event. All cancellations must take place at least three business days prior to your function. You will be liable for 75% of your food bill for any event that is cancelled within three business days. If the campus is closed due to inclement weather, all catering events will be automatically cancelled and no charges will be assessed.

PAYMENT:

For internal clients, we accept all major credit cards and you can use deparment budget numbers. For external clients or groups, payment information will be described in your event contract

LINENS AND SKIRTING:

Linens and skirting for food and beverage tables are included in delivery fees. If you would like additional linen to be placed on tables for banquets, receptions, breaks, meeting tables and boxed lunches there will be a $6.50 fee for each tablecloth. Other tables may be skirted and covered at $6.00 per tablecloth and $8.00 per skirt. Skirting can be done on any table not exceeding one inch in thickness. We can also provide cloth napkins to meet your color scheme for $.50 each. Specialty floor length linens are available upon request for an additional charge. Please inquire for available patterns and colors.

MINIMUM CHARGES:

There will be a minimum order of $50 for food and/or beverage orders, not including delivery fees. Arrangements for orders less than the minimum amount can be made if they are picked up from the dining hall during normal business hours.

LATE FEES:

A late charge of 20% will be assessed for any event booked with less then 8 hours notice.

ALCOHOL:

All alcoholic beverages must be served by our personnel, and consumed in designated areas. Alcohol should not be served if students are attending the event. Proof of age will be required. Champlain Dining Services reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed appropriate training courses for alcohol service. Bar service is available for all spaces in the IDX Student Life Center. Service in other buildings requires 4 weeks notice to obtain the proper permits.

DELIVERY FEES:

There is a delivery fee for catering services within the campus of $20. Deliveries outside the campus will be subject to a $50-$100 delivery fee, depending on distance from the campus.

CATERING EQUIPMENT:

As the host of the catered event, you are responsible for the equipment we have provided for the services of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement costs. In the occurrence of a very large event, specialty equipment may need to be rented. We can provide this for you at an additional charge.

CHINA SERVICE CHARGES:

Our catering department provides high quality compostable products as our standard. We also offer china service for any event at an additional charge.

FLORAL CHARGES:

We will be happy to order, receive and handle specific floral arrangements for you. For decorative requests an additional fee will be determined in accordance with your specific needs.

FOOD REMOVAL POLICY:

Due to health regulations, it is the policy of Champlain Dining Services that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

WATER SERVICE:

Any catered event can choose you have bulk water service as a replacement to bottled or canned beverage service. A nominal charge may be assessed based on the event.