POLICIES
AND
PROCEDURES
SET UP SERVICES
Set-up and/or take down requirements requested by the client will be charged for at a rate of
$20 per hour (four hour minimum). Extra labor would include setting up and/or taking down
centerpieces, name cards, party favors, plated candy, rental linen, extra equipment and other
items not part of Bon Appétit‟s normal set up for events or operations. Items to be set up by
Bon Appétit staff must be brought in one day prior to the event.
ADDITIONAL LABOR FEES
Guest-Server ratio averages 1 server per 25 guests. If the client requests additional servers,
client agrees to pay $20 per hour, per server, with a four-hour minimum. Requests involving
additional labor such as extended dinner service, or any other such request by the client, are
subject to additional labor costs of $20 per hour per server. Some minimums apply as
determined by the Catering Director. These requests often require both the servers as well as
kitchen staff to stay beyond the normal time allotment of an average event.
DEPOSITS AND PAYMENT PLAN
A non-refundable deposit of $1,000 is required within 30 days of booking your rental space with
Lawrence University. A second deposit of ½ the estimated balance of your event is due at least
90 days prior to the event and final payment is due with your final guarantee. Final payment can
be made in the form of a money order, cashier‟s check (payable to Bon Appétit), Visa or
MasterCard. For all social events, a credit card number must be placed on file to cover any post
event charges. If paying the final balance with a credit card, please inform the bank that the
payment will be coming through and that the charges are will be from Bon Appétit. This will
avoid the bank from looking at the sizable charge as suspicious and, as a result, declining it.
CANCELLATIONS
In the event this contract is cancelled, the deposit is refundable only if the same space on the
same date is re-booked with another event. If there is a date change and the original date is rebooked with another event, the deposit will be applied to the new date if within six months of the
original event date. To secure the new date, another deposit must be received. This policy may
only be applied one time per original cancelled event. Otherwise, all deposits are non-refundable.
DECORE
Decorations, equipment or other materials brought in by the User or User‟s agent must be
approved by the Warch Campus Center Director, via your Bon Appétit representative. These
items must be placed within your given room rental times, and must be completed within 2 hours
of the event start time. The User must remove these items within ½ hour following the end time
of the event. All arrangements for deliveries must be made in advance with the Catering
Director. Bon Appétit and Lawrence University will not accept liability for such material while they
are on premises.
Votive cups (clear) are available at no charge, but the client must supply the tea lights for them
(must be in a casing). Additional items, such as linens or chairs, are available for additional
rental fees. No items may be left overnight and decorations must be removed by the client (or
the vendor) at the end of the event. Bon Appétit will not be held responsible for lost of stolen
items.
Standard white linen table cloths and white linen napkins are provided at no charge.
ADDITIONAL TABLES
Banquet tables for entertainment, wedding cake, dessert/food display, place cards, guest book
and wedding gifts may be requested. All tables will be draped with white or black floor length
cloths. Tables may be rented if necessary and the client is responsible for rental charges. Bon
Appétit and Lawrence University are not responsible for the gift table, or lost/stolen items.
SERVICE CHARGE AND TAXES
Food and beverage prices are subject to 18% service charge, 5% food and beverage sales tax.
Sales tax is calculated on the service charge as required by the State of Wisconsin. The service
charge is property of Bon Appétit.
ATTENDANCE GUARANTEE
Guaranteed guest counts must be called in no later than noon, six (6) business days prior to the
scheduled event. For groups with customized menus or an attendance of 350 or more the
guaranteed guest counts must be tendered ten (10) business days in advance of the event date.
The guarantee count must include children, vegetarian, special requests and vendor meals (i.e.
DJ, photographer, videographer, musicians, etc.) if applicable. In the event that the count is not
submitted or called in by the deadline, the quantity of food prepared and the dollar amount due
will be based on the original number of guests expected as stated on the Banquet Event Order.
MENU/COUNT ADJUSTMENTS
After the guaranteed guest count is submitted, it may not be reduced. Additional meals may be
added up to one business day in advance with the approval of the Catering Director and Chef. If
the number of actual guests exceeds the number of meals ordered, Bon Appétit will do its best to
meet the additional food needs, but the same entrée may not be available. The charges for any
food items added after the guarantee is submitted are subject to a 25% late charge which will be
automatically added to the client‟s final bill. If the number of meals needed is below the
guaranteed count, the client agrees to pay for the number of meals that were guaranteed and
prepared. Changes to the menu may be made up to ten (10) business days prior to the event
but are subject to the approval of the Chef and Catering Director.
FOOD REGULATIONS
Due to Wisconsin Health Department Regulations and Bon Appétit Food Management Company
policy, Bon Appétit must prepare food and beverage consumed on premise. In addition, Health
Department Regulations prohibits guest from taking home extra food or beverages. This policy
excludes wedding cakes.
EVENT PLANNING APPOINTMENT
The event planning appointment should be scheduled at least 6 months in advance of the event
date. This appointment includes planning the itinerary, menu, and additional details to conclude
the clients planning process (excluding the final guest count). At this meeting, a list of any
external vendors expected to be on site on the day of the event should be included on this list
(i.e. florists, bakers, photographers, videographers, entertainers, officiants, etc.) and this vendor
information should include contact addresses and phone numbers. The Catering Director will
then execute a Banquet Event Order (BEO) that will be emailed or sent to the client within 5
business days. The BEO must be signed first by the client and then countersigned by the
Catering Director for the event to be produced. Any modifications to this document will require
signature acknowledgement. Bon Appétit reserves the right to halt event production in the
absence of an authorizing signature.
ENTRÉE TASTINGS
We will be offering Quarterly Menu Tastings and you will be notified by mail of the next available
tasting. If you cannot attend a tasting, please contact the Catering Director who can arrange a
complimentary pass to Andrew Commons that would be convenient with your schedule.
MENU PRICES
Due to varying market conditions, all listed menu prices are subject to change. In the
circumstances that market conditions alter a listed menu price, the client will be contact to
discuss the price adjustment and/or menu substitutions. Final menu prices will be confirmed 45
days in advance.
SPLIT ENTRÉE SELECTION
If desired, Bon Appétit will serve up to two different entrée choices-along with vegetarian and a
child offering (four total selections). All entrées will be charged at the higher entrée price and an
$84 expeditor fee is applied to the final bill. If more than four selections are requested, an up
charge of $2 per person will be added to the entrée price. Additionally, each entrée must be
accompanied by common starch and vegetable choices. The breakdown of entrée choices must
be provided with the guaranteed guest count six (6) business days prior to the function. A color
coded place card system is required to identify the individual guest‟s entrée selection and must
be approved by the Catering Director before the event.
SPECIAL MENU REQUESTS AND MENU CARDS
Vegetarian and children‟s entrées are available if requested prior to the event. Guests having
special entrées due to dietary restrictions may also be requested. Children‟s meals are $10.50
and include chicken tenders, french fries and a fruit cup. Special requests must be received no
less than one full week prior to the event date. If the client would like to provide menu cards for
the guests, the contents of the menu cards must be approved by the Catering Director prior to
printing.
WEDDING CAKE
Clients may provide their own commercially-prepared wedding cake. Homemade cakes are not
allowed. Bon Appétit will cut and serve the wedding cake for an additional charge of $1..05 per
person (for a variety of reasons, cutting and serving your own cake is not allowed). Centerpiece
cakes and/or cupcakes are acceptable „wedding cake‟ options and will incur a flat $100 set up
fee. The cutting and set up fees are assessed to cover the cost of labor to cut and plate/set up
the cakes as well as the use of the plate and silverware necessary to consume the product.
Desserts of any other kind must be purchased through Bon Appétit; this includes dried fruit,
chocolate dipped strawberries, tortes, pies, cookies and condiments for chocolate fountains.
LIQUOR
All food and beverages, including alcoholic beverages, must be provided by Bon Appétit.
Customers of Bon Appétit at Lawrence University may not bring or serve any food or beverage
privately, or hire/allow any outside party to do the same. Please request a current list of
beverage selections and pricing from the Bon Appétit Catering Director. Bar service must
conclude at 11:30pm. There is no “last call” at Lawrence University events.
All liquor, wine or beer must be served and consumed only within the areas of facility designated
by the room rental agreement, and the Warch Campus Center Director. No minors can purchase,
obtain from others, possess or consume alcohol at this licensed event. Your guests must show
valid proof of age to be served alcohol. Bon Appétit reserves the right to refuse service of
alcohol to minors who are supervised by their legal guardian. We will refuse alcohol service to
anyone showing signs of obvious intoxication.
Bon Appétit and Lawrence University will not be responsible for any alcoholic beverages served
and consumed on the premises or any actions by attendees, invitees guests, employees or
agents as a result of the consumption of alcoholic beverages being served at the event.
Bon Appétit staff and Lawrence University reserves the right to discontinue service to and/or ask
or remove any guest from the facility and grounds as a result of disorderly conduct or
inappropriate behavior at an event.
BARTENDER FEES
There will be a $84 fee assessed for each bartender. One bartender is required for every 75
guests in attendance. More bartenders may be recommended for large events. A service charge
and sales tax will be applied to the bartender fees.
CASH BARS
Cash bar options are available. There will be a $100 cash bar set-up fee assessed per cash bar.
This fee will be waived if the bar sales for that bar total more than $300.00. Cash bar prices are
inclusive of sales tax. Prices can be requested from the Catering Director.
WINE POURING AT THE TABLES
The reception bars may close during the dinner so the bar staff can participate in table service.
During this time, wine or champagne service can be offered, at an additional cost. This service
includes a pass through upon guest seating and another such pass before entrées are served. All
other refills will be handled upon guest request. Should a client wish to afford their guests
alcoholic beverages other than wine/champagne, cocktail servers may be hired at a rate of $20
per hour per server with a 3 hour minimum.