CATERING GUIDELINES
Parkhurst Dining is proud to be your Food Service Provider
at Valparaiso University. Please use the
Catering Guide to provide your guests with several levels of service. If you need assistance in planning an event
or don’t see what you are looking for, please contact the catering department
at 219-464-6338.
RESERVING THE ROOM
Prior to placing your order, please call (219) 464-5007 to reserve a room/venue, audio-visual equipment, refuse receptacles, and set-up of tables and chairs. Dining Services will require a reservation number for all functions held at the University.
BUILDING ACCESS POLICY
Remember to contact the building supervisor to allow your guests access to the campus buildings and event space.
ORDERING
As Parkhurst prepares all of its food fresh, from scratch. Timely placement of ordering permits us to properly plan and staff your event.
-
Basic events from the Catering Menu:
Please place your order at least ten business days in advance. If you are unable to do this, please contact us so that we can work with you to determine what can be provided for your event.
-
Customized Events:
Please place orders at least two weeks in advance to provide ample time for staffing, linen, china, etc. Additional charges could apply for rushed rental orders.
-
Weddings and Special Events:
For weddings and special events of 100 guests or more, we ask that final selections are made two months prior.
All menu prices are subject to change and unavailable menu items may be substituted with a comparable selection at the discretion of Dining Services. Please note some menu selections will require a minimum guest count. The Catering invoice will become an agreement between the Dining Services and the customer. Orders placed less than five business days may be subject to a limited menu and service offering.
FINAL GUEST COUNT
In order to plan and schedule properly and to avoid any unnecessary costs, please provide the catering director with your final guaranteed number of attendees. Otherwise the billing will be based on the number of attendees listed on the order. Should attendance exceed the original number you will be billed on the actual number of meals served.
-
Basic events from the Catering Menu:
Please provide final count 5 days prior.
-
Customized Events:
Please provide final 5 days prior.
-
Weddings and Special Events:
Please provide final count 30 days prior.
FOOD AND BEVERAGE
Health Code regulations do not allow us to release leftover food to you or to your guests. When food is not handled correctly, it is very susceptible to foodborne illness. We cannot ensure that proper safety measures are followed once the food leaves the monitored and controlled environment of the event, thus creating a health concern.
CANCELLATION
In the event of cancellations, notification is required a minimum of four business days prior to the event. Failure to inform our department of a timely cancellation will result in billing for 50% of the function, and for any specialty products ordered for the event. Events that are canceled less than one day prior to the event will be subject to 100% of the estimated total bill. If the University closes due to natural causes, and the event is canceled, client will be subject to a 50% charge of the total bill.
ATTENDANTS/WAIT STAFF
All meal prices include attendants and culinary professionals appropriate for the guest count. If an attendant is needed due to size of the event, requested for an event not requiring normal wait staff service, or outside of normal working hours or on paid holidays, additional charges may occur.
RENTALS
We can provide any level of service and will be able to make arrangements to supply rental china, flatware, stemware, linens, equipment, tents, party supplies, or staff for your events.
Standard white linen is provided for food and beverage tables for functions that are buffet or plated meals. Linen for any additional tables will be the responsibility of the customer to order though us. Please refer to the specific section regarding more options. Specialty skirting and linens are available upon request. Please allow a minimum of two weeks for ordering specialty linens. If you prefer colored linen other than our standard white, please contact the Catering Department at 219.464.5016 to discuss the available options and pricing. Colored linens are subject to availability.
There is a $4.00 fee per person for china in all locations on or off campus except the Harre Union and the Christopher Center. Additional glassware (example barware) is available at $1.50 per glass. If rental costs for additional equipment incur customer will be billed accordingly
DECORATIONS
You may provide your own table decorations. Set up and removal is the responsibility of the guest.
The University has an Open Flame Safety policy prohibiting open flames. Any exception to this policy needs to be addressed with the University Safety manager and building supervisor.
PAYMENT
Upon completion of your event, we will mark as "Processed" and will charge your General Ledger or Credit Card that you have loaded into your CaterTrax Profile. You will receive an email notification as well as you invoice.
-
University Affiliated Events:
Events that are paid and hosted by a department recognized by the University will be charged to GL numbers or Credit Cards with must be provided at the time of the order. All events will include 7% Indiana Sales Tax. Events made less than five business days before the event will have a 15% service surcharge added to the final bill or a $30.00 minimum charge.
-
Non-affiliated Events:
Events not paid and hosted by a department recognized by the University will be subject to an 18% Service Fee and will include 7% Indiana Sales Tax. If you or your organization, is tax exempt, a copy of your tax exempt certificate will be required prior to your event. A non-refundable 50% deposit is due upon booking the event, with the balance due ten days prior to the event. If payment is not received, the event is subject to cancellation. We accept cash, check, Visa, MasterCard, Discover, and American Express cards. Any returned check for insufficient funds is subject to a return fee for $50.00 and another form of payment will be required.
EXEMPTION FROM SALES TAX-NONPROFIT ORGANIZATIONS-PER INDIANA STATE LAW
Meals purchased, prepared, and/or sold by a qualified nonprofit organization as a fundraising activity are exempt from sales tax when purchased and sold if:
- The proceeds from the sales are used to raise funds for the purpose for which such organization is granted exemption from sales tax;
AND
- such organization does not conduct selling activities of any nature on more than 30 days in a calendar year. For more information concerning non-profit organizations, please see the Department's Sales Tax Information Bulletin #10, available online at www.in.gov/dor/3330.htm.
EXTERNAL CATERING
Food service events scheduled within a University Building must be catered by Dining Services unless prior approval is made with the General Manager of Dining Services. This includes completing a food release form, relieving the University of any Liability. This also applies to groups hosting non-commercial functions. Please see Dining Services Release Agreement for all rules and regulations. The release agreement must be turned in two weeks prior to event date.
SPECIAL DIET ACCOMMODATION
Menus are created with many guest concerns in mind as we try to create a seamless experience for all guests. Please provide all dietary/allergen requests at the time final counts are given. We are happy to consult with you to ensure that your guest’s needs are covered, but all special requests need to be submitted via our online ordering system CaterTrax.
ADDITIONAL SERVICES
For the purpose of deciding your menu, you can schedule a tasting for the planning committee. Your event contract will receive an additional minimum rate of $12.50 per guest. Schedule with the Dining Office or note the request when entering the event on CaterTrax. Please plan the timing of the tasting to account for the final guest count schedule provided above.
DESSERT SERVICE
An additional $2 cutting fee per person will incur to cut, plate and serve any dessert not purchased through University Dining Services.
ALCOHOL POLICY:
Valparaiso University Liquor License falls within the responsibilities of Valpo Dining. The use of Alcohol on Campus must first be requested through the Office of Dining Services and then approved by several appropriate administration departments. Valpo Dining will execute all alcohol related catering events as approved by University Policy and in compliance with the State of Indiana.
Valparaiso University complies with the use of alcoholic beverages as a social and interactive engagement, not to be abused or misused. The Valparaiso University Police Department and Valpo Dining will comply and enforce these policies.
Permission to serve
All events that request alcohol to be served must complete a "Permission To Serve" form, generated from the Dining Office. This application must be submitted 30 days prior to the event date. The applications needs to be completed and signed by the person who will be responsible for the event. Any deviation from this process may result in a delay or cancellation of the alcohol portion of your event. Please note, per Indiana Alcohol policy, any alcohol being served must be accompanied by a food order.
Catering Authority:
All events requesting the service of alcohol that are not held in the Valparaiso University Union Building will require a room diagram at time the Permission To Serve is generated. The room diagram must include all entrance and exits to the room and building site as well as the liquor (bar) location. This diagram is the responsibility of the customer. Work with the Union Event Manager to create this diagram. No changes to the alcohol location can be made after this application has been submitted for approval. A one day permit, subject to approval will then be requested from the State of Indiana from the information provided on the Permission to Serve Alcohol form.
Insurance and Liability:
Prior to all External Events, the non-university sponsoring organization(s) must provide the University a certificate of liability insurance for a minimum of $1,000,000 per occurrence and $2,000,000 in the aggregate; property damage limits should be at least $300,000 and medical payments at least $5,000. The Lutheran University Association., Inc., d/b/a Valparaiso University, must be named as an additional insured. If motor vehicles (trucks, vans and/or cars) are to be brought on campus, Valparaiso University must receive proof of vehicle insurance prior to the event.
General Safety Policies and Procedures:
- Valpo Dining has the right to request proof of age to any guest who is requesting alcohol. If proper ID cannot be provided, we will refuse the service of alcohol.
- Any guest providing a minor with an alcoholic beverage will be asked to leave the event.
- Outside alcoholic beverages are prohibited.
- All events must have an alternative non-alcoholic beverage option for guests.
- One alcoholic drink per guest is requested, certain exceptions may be allowed, like disability.
- All events will also have food options appropriate to the number of guests during the same time frame that all alcoholic beverages are being served.
- Valpo Dining reserves the right to refuse alcohol beverage service to anyone who appears intoxicated.
- Valpo Dining will not serve "shots" at any event.
- All alcoholic beverages are made according to our beverage recipes and will be strictly regulated. Any changes will not be allowed.
- Valpo Dining will not serve any compounded beverages with more than two different liquors.
- An event serving alcoholic beverages are generally limited to 3 hours or less.
- Valpo Dining may regulate the start time and end time of any event beyond a reasonable time frame.
- Valpo Dining reserves the right to deny an application based on the inability to follow policy and procedure set forth by the University and the State of Indiana Alcohol and Commission.
- Specific events may require police presence in place prior to event start time and until completion time of event as set forth by Valparaiso University and State of Indiana policies.
- An event that will have minors in attendance must indicate as such on all forms for approval. Stanchions will need to be provided to be placed around any and all bar areas.
- If for any reason an event, its host or its guest(s) refuse to comply with the Indiana Alcohol and Tobacco State laws and University Alcohol Policy, Valparaiso University has the right to discontinue the event. Should this happen no refunds will be issued.
- At any time, the State may deny approval for the serving of alcohol at an event. At which time the University will comply with any said policy or procedure set forth by the State of Indiana Alcohol and Tobacco Commission.
- Valparaiso University will follow and adhere to the Indiana Beverages and Tobacco Commission policies set forth by the State of Indiana. www.in.gov/atc.
Bar Fees
Host, Cash, and Open Bars will incur a $100 setup fee, and $30 hourly fee (3 hour minimum) per bartender to include set up and breakdown.
Alcoholic beverages prices include the sales tax on a Host and Cash Bar. The Bar Minimum of $5 per guest is based on the guest count guarantee for up to 2 hours of service plus any appropriate fees, taxes, or service charges."
