Policies & Procedures

 
Download the Catering Worksheet to place an order

Planning Your Special Event with Hanover College Catering Services

 

1. Reserve a room or location for your special event. Room arrangements can be made by calling the Office of the Campus Center Director at 866.7112. Hanover College offers a variety of locations throughout campus where food may be served. There are several dining rooms in the J. Graham Brown Campus Center, which are attractively decorated and will add a distinctive touch to your event.

 

2. After reserving your special event location, plan your menu with Catering Services at least ten days in advance of your event by calling 866.7130 or by emailing catering@hanover.edu. The catering sales staff is happy to meet with you in person, as well. Please be prepared to provide the following information: date, time, and location of event, group/organization, type of service and estimated attendance.

 

3. Catering Services will make every effort to accommodate last minute requests. Events planned with less than 48 hours (2 days) advance notice require special considerations. Menu selection may be limited and based on availability.

 

4. Catering Services asks that you call in your guaranteed number of guests no later than three (3) business days prior to the function. It is your responsibility to call the guaranteed number of guests; otherwise, all charges will be based on the estimated number of guests or the actual attendance, whichever is higher. Generally, for served meals, a 5% variance is prepared.

 

5. Indiana State statute mandates that a permit be obtained from the Indiana Alcoholic Beverage Commission in order to serve alcohol on campus. The cost of this permit is $50.00 per location where alcohol is served. On all national holidays, the permit costs $100.00, and alcohol may not be served on Christmas Day and Election Day. All alcoholic beverages must be purchased and dispensed by Catering Services' personnel in the room where it is served. Alcohol may not be removed, for any reason, from the premises. A bartender fee of $15.00 per hour per bartender will be assessed to the group. Please discuss your specific alcohol needs with the Catering Sales Coordinator as early as possible.

 

6. After planning your event, you will receive a confirmation sheet, which details your event. Please look it over carefully. Catering Services requires for college customers, the return of a signed confirmation sheet. For non-college customers, an advance deposit and the signed confirmation should be returned to our office. The advance deposit equals 75% of the total of the event with the balance due on the day of the event. Visa, Mastercard, American Express, personal checks (made payable to Sodexho Campus Services) and cash are accepted.

 

7. Hanover Catering Services does not provide wedding cakes for wedding receptions and dinners. You are welcome to select the bakery of your choice to provide your wedding cake. A fee of $50.00 will be assessed to cut and serve the cake to your guests.

 

8. When it is necessary to cancel an event, please notify us in writing as soon as possible. Generally, no charges are assessed if the cancellation is made 48 hours in advance of the function. Weather-related cancellations are not charged a cancellation fee.

 

9. Indiana State sales tax is charged for all events. Tax-exempt organizations must provide a copy of a signed tax exemption certificate prior to your event.

 

10. A 15% gratuity is assessed to all Non-Campus affiliated events.

 

11. Indiana Health Department codes do not permit the removal of any leftover food from any catered event for any reason, due to food safety issues.

 

12. The J. Graham Brown Campus Center does not permit the use of nails, staples, or affixing anything to the walls, ceilings, windows or floors. The use of confetti or glitter is also prohibited.

 

13. The most important part of the planning process is leaving the details to us. Catering Services is committed to ensuring your event will truly be a special event. So relax! We hope with the information provided in this guide your event planning will be an enjoyable experience.