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Policies
From your account you can start a new order, manage existing orders or update your account information.
Additional Resources
How to Order Online
Policies
We accept catering orders via this portal at www.jwucharlotte.catertrax.com for food, beverage and catering labor only. Please book your space and layout needs with the JWU Special events team. Please remember we do not have access to any rooms on campus and it is the responsibility of the client to make sure that rooms/facilities are reserved, unlocked, and tables/chairs in place 4 hours before any event.
When finalizing the details of your event, you will be able to review the contract as posted online, confirming all the details of the event. Please carefully review all information for accuracy and completeness.
Plan and confirm food and beverage arrangements at least 2 weeks prior to the desired event date. All cancellations or changes must be made 4 business days prior to the event date. If it is necessary to cancel, 50% of the latest guaranteed contract will become the responsibility of the client. Contact the Catering Department at (980) 598-1956, by emailing paul.reinfeld@compass-usa.com or by fax to (980) 598-1955.
To ensure appropriate sourcing of supplies and production, a final guarantee for the number of guests to be served is required 4 business days prior to the event date. Your guaranteed number of guests represents the minimum billing. Should the number of guests in attendance exceed the number guaranteed, it will reflect in the final bill.
Minimum order for a full-service catered event during normal catering hours is $250.00. Weekend catering consists of events after 4pm Friday afternoon and running through Monday at 6am require a minimum order of $350.00.
During normal catering hours (Monday-Friday 8a-4p), orders must be received 4 business days before event. For orders after normal catering hours, orders must be received 5 business days in advance. Events for 80+ guests must be booked and confirmed 2 weeks prior to event.
All cancellations must be made 4 business days prior to the event or client will be assessed a 50% cancellation fee. Charges for catered events are based on a maximum 2 hour service period. Any event lasting more than 2 hours will be assessed fees starting at $15.00 per hour to accommodate for additional food, beverages or labor, unless this has been negotiated prior to event.
Catered events using standard china will be limited to University-owned china. If University-owned China is not available, additional charges may apply, please consult the catering team for availability and options (such as disposable plates, cups, utensils).
We maintain a basic inventory of linens -white OR black rounds (for seating rounds or cocktail tables) and rectangle linens (for buffet tables). Please ensure your order includes these as needed.
Specialty Linens for your event are generally available for an additional charge and requests need to be made 2-3 weeks in advance.
Flowers can be requested directly from the Special events team.
Removal of any centerpieces, including any garnishes or whole fruits and vegetables used to enhance an event, serving pieces or flowers not ordered by client, will result in a replacement charge of the items at cost + 15% purchasing fee.
For every 12-20 guests, add 1 attendant – depending on the level of service, additional staff can be added.
Catering attendant and bartending labor is charged at $18-$20 per hour (4 hour minimum) per attendant/bartender as required by your event needs.
Utility worker (dishwasher labor) is charged at $15 per hour, per worker (4 hour minimum) which is required for any event requesting china or heavy set-ups.
Delivery and set-up charges during normal business hours (7a–4p) can range from $15 to $50 for delivery on campus, unless an attendant is scheduled for your event, which is the case most of the time, as we will likely have to schedule staff specifically to come work your event, rather than utilize staff already on site. (staff on site is generally here for the main purpose of running the student dining facility).
No off-campus catering services available.
Pick-up is available at no additional charge between 6a-9pm, whenever school is in session. It is the clients’ responsibility to ensure facilities and rooms are unlocked for set-up, delivery, and/or clean-up services. Should a room be unavailable when catering services arrive, a return trip will result in an additional charge on your bill. Please contact reservations to ensure that your event is scheduled and the appropriate equipment is reserved. Anyone wishing to pick up their order will not be assessed a delivery fee. All items ordered will be in disposable pans.
Any event that goes beyond the original scheduled pickup and requires catering services to return a second time to clean up, will result in an additional fees starting at $25.00, unless a catering attendant has been assigned to your event.
The University has a strict policy for serving alcohol. Please consult the catering team for more information concerning alcoholic beverage service.
All bar set-ups include ice and cocktail napkins. Bartender fees are $18 per hour plus set-up fee for 1 hour before and 1 hour after the event (4 hour minimum). Please consult the catering team about your needs for service.
University departments paying through University Billing, must include a full departmental account number including the department name, contact person, phone extension, signed contract and food & beverage details prior to the execution of the event.
Clients will NOT be invoiced. Invoices are available on this portal under your registered profile. Invoices are sent directly over to the JWU Accounting department for internal processing. Client will have 4 days upon the completion of their event to review and contact the Campus Dining team with any discrepancies on their billing.
If your event will be paid through personal or private funds, please be prepared to pay 50% of the balance five business days prior to the event date and the remaining balance 10 days upon event completion. We accept checks and all major credit cards. No cash transactions.
Does JWU Campus Dining Catering have a license?
Yes, Campus Dining meets local health department standards and carries liability insurance. We also have a beer and wine license, in case you will be serving it at your event.
Does JWU Campus Dining Catering have liquor liability insurance? (Only if alcohol is purchased and served from, and by JWU Campus Dining)
Yes. Especially important if your guests leave your party after taking advantage of the bar and injure themselves, a third party or damage property. Liquor liability insurance will minimize how much you'll have to pay if something goes wrong.
Does JWU Campus Dining Catering specialize in certain types of food, such as organic, locally sourced, ethnic or gluten-free?
If you have a preference or particular type of cuisine in mind, contact us so we can arrange a meeting to address details. We want to ensure we have the right resources to be able to properly prepare the food.
Do all caterings come full service?
None do. The pricing of food on our site includes the cost of the food preparation only, so services like delivery, set-up, breakdown, etc…can be provided, but only upon request. We are available to handle everything from the table settings to bar service and cleanup. What's included for your specific event depends on your service expectations and your budget. If it isn't full service, or if you request for your event to be pick-up only, you'll have to address needs such as sourcing your own staff to set-up, transport, break-down, etc...
What's the average price range of a catering from JWU Campus Dining Catering and do they offer packages?
A good portion of your budget for your event usually goes towards food (catering), so take some time to carefully weigh your options when choosing.
Which features are included with the package?
Are costs itemized (labor, food, linens, etc…) depending on the foods you choose? or did you select an all-inclusive package? Packages can save you money, especially if you plan on having a larger group. Review our menus online to determine what works best for you.
When does JWU Campus Dining Catering need finalized choices?
Campus Dining needs to know your menu choices and event details by a certain date so we'll have all the ingredients ready to go for the day of your event PLUS so we can provide ample notice to any staff needed to work your event. Usually 4-5 weeks in advance is preferred. But if the event is not complex, (i.e. features ingredients we keep in stock but has service requirements) 2-3 weeks could suffice. For pick-up orders on staple menu items we carry in stock, a 48-72 hour notice is generally sufficient. We are not able to guarantee that we can staff or properly prepare for your event without sufficient notice.
Is Campus Dining able to prepare vegetarian, vegan or gluten-free meals for a few guests, and is there an additional fee?
Campus Dining is willing to work with special dietary restrictions, but it could mean additional costs. Simply inquire in advance. As the host of a group of guests, we ask that you please find out in advance from your guests if any needs must be observed, as once an event is in full motion, we are unable to guarantee that we can accommodate special needs.
Do we provide tables, chairs, plates, napkins, silverware, and salt and pepper shakers?
Depending on the location, size and timing of your event. Events at the UEC are the most conducive to including real china and glassware (although this also means you will need to pay for the cost of a dishwasher to be scheduled to come clean dishes). Most events elsewhere on campus are usually served with disposable plates, cups, etc… Are you hosting a large event and would like china? We may have to rent it at an additional cost.
Does JWU Campus Dining provide attendants? Are attendants automatically included? And what's the fee for attendants?
We can and we do. But it’s not automatically assumed what your service needs are. You always have the option of picking-up your order directly from us, as your lowest cost option. We will generally provide, at the very least, one catering attendant, depending on your service expectations and budget. When possible, we use our own JWU based personnel (as opposed to outsourced temp labor) as they know the ins and outs of how JWU operates, so we are better able to provide a seamless service. As an example of labor needs, you'll want a minimum of 1 catering attendant for your most basic event. And about 3 attendants for every 2 tables for a sit-down meal, for an event that involves table-serving, assuming family service.
Ideally, again, depending on your specific event, you should have two attendants for every 50 guests during a reception and one bartender for every 50 guests to make sure your guests aren't standing in line waiting to get a drink with empty glasses. Additional staff will cost extra so factor in that cost.
Attendants or Servers are $18 an hour for a minimum of 4 hours. Cooks and bartenders are $20 an hour. Dishwashers are $15 an hour. These hourly rates include their wages, taxes and benefits. No gratuity or tipping is required or expected.
What will the staff wear?
You want to make sure the catering staff dresses appropriately for the tone and style of your event. If you're planning a formal event, our staff will wear the JWU dining room uniform (white dress shirt, black dress pants & JWU black apron), otherwise, they will wear the standard JWU Wildcat black polo shirts.
Is a bar available? How do we charge (by consumption or per person)?
Yes, but you must keep in mind that you will also incur bartender charges ($20 /hour for a 4 hour minimum). You must also understand that you will not be able to sell drink tickets to your guests on university premises.
There are two ways we can charge for the bar: either by set fee per person, in which client pays for a pre-agreed estimated level of consumption, (i.e. 2/3/4 drinks per guest) or by the amount of alcohol consumed (but only if you order in-stock items).
If you go with the latter method, at the end of the party, the manager will count all the used and partially used bottles of wine and beer, and settle your bill that way.
If you go with the set fee per person, leftover alcohol is retained by JWU Campus Dining and is under no circumstances removable from the premises by the guests or client. This is especially important when you pre-pay for 120 guests and only 50 guests show up to your event. That being said, if 150 guests show up and beverages run out, client will need to approve an increase before we can replenish the bar. At that point, 30 additional guests will be added to the bill on a per person basis. The cost liability of food and beverage in all circumstances is entirely on the client and not JWU Campus Dining.
How do delivery, setup and breakdown work and is there an additional fee? How much time will be needed to set up? How many hours in advance of your event start time will we have to access the event site?
You need these details in order to coordinate with us and to determine a time when we can start setting up. Generally 30 minutes for a simple coffee break, to 4 hours for a sit-down formal dinner. You also need to know how much time we will need for cleanup, because each university venue has its own set of requirements, plus this adds to your overall labor costs. Expect to pay for 1 to 3 hours for breakdown purposes, depending on the size of your event and how many attendants are working it. Setup and breakdown is generally included whenever catering attendants are scheduled. If you don’t request an attendant or if your catering request is a pick-up, you'll have to set-up and breakdown yourself, find volunteers or hire outside help to do it for you.
Where will JWU Campus Dining prepare the food?
All of our food is produced at the Campus Dining facility by the Cedar Residence Halls. We generally have to transport all the food and equipment (chafers, heat lamps, crates of beverages, etc…) across campus, which must be taken into consideration when estimating the time it takes for us to set-up and breakdown.
Who will oversee the event on the day of your event?
The person you worked with to plan your catering (and who best understands your needs) will likely be your contact. Depending on the complexity of your event, your contact, or if this person isn't available, a suitable replacement, generally another manager, may be onsite at different time intervals on the day of your event to answer questions or coordinate needs.
That being said, this only goes as far as the catering (food & beverage) is concerned. We are not event planners, trained on university owned A/V equipment, nor do we have access to university areas not pre-arranged with a university representative. If you plan on communicating with a planner, ensure that your JWU Campus Dining contact is also kept in the loop, as our ultimate goal is to provide a seamless experience. Miscommunication must be avoided at all costs.
Does the caterer have sales tax or service fees? What, if any, are the expected gratuities?
How does JWU Campus Dining arrange the food on the buffet or plate? Can you see photos of previous presentations from the caterer?
Presentation is everything, and even the most delectable dish can seem unappetizing if poorly presented. We go above and beyond ensuring your event meets and exceeds the standards Johnson & Wales is recognized for. That being said, the look of your event will reflect the investment, so adding nicer linen, beautiful flowers and a plentiful amount of food is always going to look better than a pared down and simple buffet. They will both feature nicely presented and delicious foods, but one may provide a better “Wow”. If you are going for a specific look, or you have something in mind, please make sure to go over these details with your catering planner.
Why doesn’t JWU Campus Dining offer guests or clients the leftovers?
Many customers expect to have their leftover food packed up and prepared for them to take with them after their event is over. This is not true of all customers. Many don’t want their leftovers, but don’t like the idea of it being thrown away. They are happy knowing it is being donated. On the surface, this seems to be a reasonable request, after all, clients pay good money for their events, so they want to get everything they are entitled to.
Why then, does JWU Campus Dining seem not to want to give leftovers?
For various reasons…
We, as caterers, generally bring over and above what is paid for and needed. Let’s say the host orders and pays for 100 guests. But then 115 guests show up. In order to not let our clients down, we will generally bring approximately 10-20% extra food. We will only adjust the bill upwards once confirmed with client that the additional food brought over had to be used.
If only 100 guests show up, those extra portions are “left over”, yet they came straight from the caterer’s profit margin. In the end, they really do belong to JWU Campus Dining.
If only 80 guests show up however, the liability is entirely on the guest, as we operate on guaranteed minimums. Thus, the client is bound to the contractual obligation to cover the cost of food for 100 guests/.
We bring extra food and beverage to ensure a smooth event, as our central kitchen is 6-10 minutes by foot, each way. No vehicular mode of transport is available, thus we like to ensure we don’t have to be running back and forth unnecessarily.
Ultimately, due to liability.
The reason why we put any remaining food away. By law, commercial food that sits out for a total of four or more hours has to be thrown away (including preparation time).
Bacteria will have started to grow. This is a danger to the client and a liability issue for JWU Campus Dining. Unfortunately, and as bad as it sounds, we would rather throw away what looks like perfectly good food rather than risk anyone getting sick from it.
