Reservations
University Groups
All space reservations for special events at Wright State University should be made through the appropriate university office. For completion of your event planning, please contact Madonna Leis, Catering Coordinator, at (937) 775-5630 or Amy Jones, Catering Manager, at (937) 775-5635. If your department does not have a FOAPAL (Banner) account number, you must go through Student Union & Event Services.

Non-University Groups
All non-university organizations must contact Student Union & Event Services when planning an event at Wright State University. Please call Student Union & Event Services at (937) 775-5512 to reserve your room and discuss your event needs. An appointment may be scheduled with Dining Services and Student Union & Event Services for functions that require special planning and arrangements. Tax-exempt groups must provide the Federal Tax ID number at the time the order is placed. A deposit of 50% of the anticipated catering bill is required for non-university groups. There will be a 19% service charge and 6.5% local sales tax applied to your final catering bill.

Confirmation of the Final Count
A guaranteed count must be confirmed with the Catering Department or Student Union & Event Services a minimum of 3 business days prior to the event. Should the final guaranteed figure not be received 3 business days prior to the event, your last estimated event figure will be considered your final guarantee. Guaranteed counts will not be lowered within 3 business days of the event. If the guaranteed count increases more than 5% after the 3 business days confirmation deadline, you will be charged $35 late fee. Please remember that your 3 business days deadline does not include weekends of holidays.

Schedule Time
It is our desire to serve you promptly at the selected hour. The holding of food at serving temperature for prolonged periods often lessens the item’s appeal. You must notify the Catering Department or Student Union & Event Services if you will be arriving late to your event. Please allow 30-60 minutes so we can ensure your meal’s temperature and presentation is maintained at optional levels.

Late Charges and Cancellations
All cancellations for catering services must be made at least 3 business days prior to the event. To cancel your catering service, contact Catering Coordinator at (937)775-5630 by 4:00PM at least 3 business days before your event. Should your group fail to cancel the reservation and/or fail to arrive at the scheduled time, you will be billed for the actual costs incurred as the result of the cancellation. An additional labor charge will be assessed for events scheduled less that 3 business days prior to the event. Please remember that the 3 business days cancellation policy does not include weekends and holidays. We appreciate your understanding of these policies.

Billing Process

• Dining Services requires a FOAPAL (Banner) Account Number (6 Digit Function, 6 Digit Organization and 5 Digit Program Number)
• Events will be billed on the day following the event
• Catering charges will be uploaded at the end of the month into Banner Finance
• Final confirmation report will be sent to your department after the event
• Please forward this information to the person within your department who responsible for reviewing monthly financial Banner reports.
• A late fee of $35 will be charged for events scheduled less than 3 business days prior to the event.

Set-ups
The Catering Department is not responsible for securing tables, grills, etc for your event.  We would be happy to direct you to the appropriate office to handle your request.

Removal of Food
The handling of food in a safe manner (colds foods kept below 40 degrees and hot foods kept above 140 degrees) is imperative. Food not handled in a safe manner is a health hazard. For this reason we do not recommend the removal of food from any catered event. However, should you choose to take food with you we will not be responsible for it’s quality or safety. Removal of any Service item is prohibited. The replacement cost of the service item(s) will be added to your final invoice.

Catering Fees
A delivery fee of $25.00 will be assessed for all deliveries outside the Student Union. All deliveries will be picked up within normal working hours after the function. Please consider our needs to clean up after your event. (i.e., doors locked, events running over predetermined ending time, etc)

A $45.00 service fee will be required for any event that requires china service outside the Student Union.

A $15.00 fee per attendant per hour will be added to your bill upon your request for an event that normally does not require one. There will be a minimum 4 hour charge per attendant.

Minimum Orders & Numbers
We require a minimum order of $50.00 for all catered events.

Some of the services offered in this guide require a minimum number of guest and are noted as such, If you cannot meet the minimum number required, we still may be able to cater your event for an additional charge. This will be determined on a case by case basis.

China & Linen Charges
Linen tablecloths are available for rent for non food tables at a cost of $2.00 per cloth.

Linen napkins are available for rent at a cost of $1.00 per napkin.

Scrollware is available for an additional charge of $.60 per person.

Skirting (such as used for DJs, cakes or gifts) is available for a $25.00 fee per table.

Food displays, ice sculptures, floral arrangements and other decorative items are available at an additional charge.