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Planning Your Special Event

We have written the tips below to help you have a successful event. Please contact us if you have any questions at 503 883 2555.

1. Decide what type of event you want. Will it be a banquet buffet or a served dinner? Is it a reception or a beverage break? Will it be formal or casual? What is your budget?

2. All events held on Linfield’s campus must reserve a room through Conference Services at 503 883 2448 or reserve@linfield.edu. A room needs to be reserved before we can create a catering contract. Our catering departments will generally need a minimum of two hours for setup and two hours for cleanup. This time frame will vary depending on the number of guests and the complexity of the service.

3. We would like as much time as possible to help you plan your event. To make sure we will have the necessary ingredients in house, staff scheduled, etc. Please contact us at least two weeks before your event at 503 883 2555 or sodexo@linfield.edu. Most arrangements can be made over the phone or email, though you are always welcome to stop by our office to discuss your event in person. After details have been discussed, our catering coordinator will send you a written confirmation. Please read the confirmation carefully. If everything is correct, please sign and return it to the catering department. If there are any inaccuracies, please contact our office and a revised confirmation will be sent. A signed confirmation will stand as our service contract.

4. Enjoy! Our commitment is to provide you and your guests with excellent food served by friendly staff. You can rest assured we will take care of all the details behind the scenes while you enjoy your event.

Please review the following details regarding Sodexo Campus Dining events. If you have any questions, please contact us! We can be reached via telephone at 503 883 2555 or via email at sodexo@linfield.edu/.

Guarantees:

We require a final guaranteed count three business days prior to your event. This count is your guaranteed number and may not be reduced. Each event will be billed for the guarantee prior to the day of event and all events must be paid in full at that time.

Late Requests:

Menus and service details should be finalized seven days prior to your event. There will be a late charge for requests made with less than three days notice. Late charges will equal 10% of cost of event, excluding delivery charges, Administrative Charges and taxes.

Cancellations:

There is no charge for cancellations made at least two business days prior to your event. Cancellations made less than two business days prior to the event will be subject to a Administrative Charge of 50% of the bill.

Billings:

Sodexo Campus Dining requires that each third party function be prepaid. Any additional charges accrued the day of the event will be billed the following week. If payment is made through a purchase order number, this number must be furnished to the catering department prior to the event. An itemized invoice will be sent to you the week following your event. Sodexo Campus Dining accepts cash and credit cards. All third party events must pay 50% of event at the time of booking. Without a deposit, Sodexo Campus Dining has no contractual obligations.

Exclusivity:

Sodexo Campus Dining has the exclusive right to provide food service on the Linfield College Campus.

China Service:

China service will be charged an additional $1.25 per person.

Alcohol:

Alcoholic beverages may only be served on the Linfield College Campus when permission has been granted through the Office of the President. Request for alcohol service may made through Conference Services at 503 883 2448. If Sodexo is required to purchase and serve alcohol, a “Special Occasion License” issued through the State of Oregon must be obtained. The Client is responsible for all charges related to this license. Sodexo will strictly enforce all Oregon laws pertaining to the service of alcoholic beverages.

Bar Service:

The Sodexo staff will be pleased to assist you in the service of alcoholic beverages. All bar service must be staffed by Sodexo personnel. Sodexo reserves the right to review the identification of any guest to insure that no alcohol is served to any minor and to discontinue service to any guest that appears to be legally intoxicated. In addition, all service of alcoholic beverages will be required to cease thirty minutes prior to the end of the event. Additional labor charges will apply to bar service staff for the set-up, service and clean up of any bar service, whether hosted or not.

Sodexo does not stock alcoholic beverages. If the Client is donating or purchasing alcoholic beverages for an event, the client must follow these guidelines.

Beverages should be delivered to the Catering Office in boxes 48 hours prior to the event for proper storage and chilling, if required. All boxes must be sealed and clearly labeled with the name and the date of the event. Any unconsumed beverages must be removed at the conclusion of the event. Items not retrieved 72 hours after the event will become property of Sodexo.

Sodexo must provide any juices or carbonated mixers and soft drinks. A charge will be added to the Client bill for any additional mixers or juices Sodexo is required to purchase. Unusual glassware or ingredients may incur additional charges.

Delivery/Administrative Charges and Sales Tax:

Any delivery must have a $40 minimum food order or must be picked up at our facility. Deliveries to other off-campus sites will be charged a minimum of $25.00 based on the complexity of the event, distance from campus and travel time. A $15.00 delivery fee is charged for all campus events outside of the Dillin Hall Building. A 15% Administrative Charge and will be charged for all third party events.

Attendants:

Events that require attendants or servers will be charged at the rate of $19.00 per hour per attendant. Bartenders must be provided by Sodexo and are charged at the rate of $22.00 per hour. In addition, receptions that run longer than the contract time will be charged $25.00 per hour per scheduled attendant or bartender for that event.

Decorations:

Events requiring decorating or setup by an outside contractor (D.J., band, wedding cake, etc.) need to arrange to have that extra time booked with Conference Services. Arrangements for floral centerpieces may be made with the Sodexo Campus Dining Office at an additional cost. All decorations must conform to local fire department guidelines. If no special decorations for buffets and table tops are indicated by the client, Sodexo Campus Dining will use their discretion. No decorations of any kind are to be affixed to the walls or ceilings of the event rooms.

Catering Leftover Policy:

Due to food safety policies, it is the position of Sodexo and Linfield College Catering that excess food items not be taken from the event site. Items ordered for pick up should be properly stored prior to the event and removed and disposed of by the host after the event.

Audio/Visual Equipment:

Please contact Conference Services at Linfield College at least two weeks before your event at 503 883 2448 if you have any A/V requests for your event.

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