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Planning Your Special Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special function.

Arranging and Reserving a Date

Even if the date or guest count of your event is only tentative, please notify our catering sales office of your event so that we can make preliminary plans to ensure a memorable occasion. Our catering specialists are here to assist you in person with
your event details or you may order by phone at 570-945-8905 or through email at
diningservices@keystone.edu. Our Catering Sales office is located on the third floor of the Hibbard Campus Center.

Reserving a Location

Whether the event is to take place on or off campus, you need to have a confirmed reservation for the location before we will be able to make deliveries. Tables, chairs, and other equipment will need to be arranged by you through the Keystone College
Event Coordinator at 570-945-8580.

Booking/Planning an Event

Contact the catering office at least ten days before the event at 570-945-8905, by emailing us at diningservices@keystone.edu, or through our on-line ordering at keystone.edu, or stop by our office located on the third floor of the Hibbard Campus Center. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Event Planner. This is the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions and to determine which of our services best fit your needs.

Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk you through the process. You may also go to our website address and On-line menus, accessible from your desktop, making ordering easier than ever. Our on-line catering programs allow guests to save and review order history, place recurring orders and favorites without re-keying and provides documentation for every step of the process. The office hours are Monday through Friday, 7:00AM to 5:00PM. We are closed on some holidays.

Event Confirmation and Guarantees

After we have finalized all the details for your special event, you will receive a confirmation sheet to be signed and sent back to us. We ask that you ensure that we have this signed guarantee three business days before your catered event. This
confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.

Payment 

All catered functions must be secured by payment before they occur. Visa, MasterCard, American Express, Cash, Check, and Purchase Orders are all valid payment methods. Non-College related groups are required to make a deposit of 75% two weeks prior to the event with the balance due on the day of the event. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their date.

Non-College groups are subject to 20% administrative fee and 6% sales tax for all food events.

Changing/Cancelling an Event

All cancellations and final changes must take place at least three business days before your function. If you do not contact us with a final count within three business days allowed, we will prepare for the estimated number and charge accordingly. If
you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed.

Delivery Fees

There is no delivery fee for catering services held within The Keystone College Hibbard Campus Center. Deliveries outside the Hibbard Campus Center will be subject to a 10% delivery fee, not to exceed $200.00.

Service Staff

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per person price. All waited meals servers are included. Served meals are priced
on an individual basis. 

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. For very
large events, specialty equipment may need to be rented at an additional charge.

China Charges

Our Catering Department provides eco-friendly serviceware or china service as the standard for events in the Hibbard Campus Center. China service may be provided for any event outside the building at an additional charge.

Full Meal Service and Silverware $2.50 per guest.

Coffee or Beverage China Service $1.75 per guest.

Full Bar Glass Service $3.00 per guest

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs.

Linens and Skirting

We will provide linens for buffet tables at no charge. If you would like linen to be placed on guests tables for receptions, breaks, meeting tables and boxed lunches, there will be a $1.50 fee for each tablecloth and $1.50 per skirt. Keystone College Drop Cloths are 90*156 suitable for a 8 foot or 6 foot table are available at $5 per cloth. The same applies to registration tables, name tag tables, head tables, and any additional table that will not be directly used for setup. Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Flavours by Sodexo at Keystone College Dining Services, that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

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