Terms and Conditions

Thank you for choosing Season’s Catering. We look forward to handling your food service needs. The following information is designed to assist you in planning for your event. Our catering staff will be happy to work with you to customize a menu to suit your needs or to make an event extra special. Please keep in mind that our goal is to provide you with your food as close to your indicated service time as possible. At peak times of the day we may need to deviate from this time slightly in order to get all orders delivered as close as possible to required times.

To serve you as efficiently as possible, please follow the step-by-step ordering process on the catering website. You will need to be specific about the number of servings you order. Enter your order numbers carefully as there will be no credit given for returned food or beverage items.

There is a $10.00 minimum for delivered event orders. Orders less than $10.00 will be rounded up to $10.00.

We do reserve the right to vary menu selections when necessary due to product availability. Every effort will be made to accommodate your last minute requests, but please understand that certain circumstances may prevent us from doing so.

Hours

Our regular catering hours are from 6:00 AM to 5:00 PM. Evening and weekend functions can be accommodated; however, cart pick up may be required depending on the size and nature of the event.

Client Responsibilities

• Room reservations, audio-visual equipment requests and special table arrangements are the responsibility of the client. These arrangements must be made prior to placing any food requests.
• Special table arrangements, if necessary, must be made prior to the scheduled set up time. We do not have key access to buildings or rooms.
• It is your responsibility to ensure that facilities are unlocked to allow for delivery and/or clean up. Should a room be locked or inaccessible for delivery, our staff will leave the cart outside the room.
• For unattended late night and weekend functions, pick up will be the next business day. If the event is small, cart pick up and return may be required on a weekend or evening.

Ordering

• All catering orders must be completed through the catering website. Orders cannot be taken over the phone.
• If an event has complex needs or questions the catering staff should be called at ext 77631.
• Follow the website’s step-by-step instructions closely to insure accurate entry of detailed order information.
• Review your order carefully before processing since change requests may incur fees.
• Processed orders will produce a complete invoice and will be sent via email.
• Submit one catering order for each event time. A combination of numerous event times on one catering order will not be accepted.
• Order history is retained under account information for future referencing and reordering.

Ordering Time Frames

• It is requested that orders be submitted at least four (4) business days prior to your event to ensure ample time for appropriate staffing and food and supply ordering.
• For large special events, we would request at least two (2) weeks advance notice.
• We will not accept orders more than 90 days into the future.
• We do realize that special events may arise unexpectedly and we will do our best to provide service on short notice. Menu options may be limited and late fees will apply.
• Events that are not ordered at least two (2) business days in advance will be charged a 25% late booking fee. Last minute, same day approved orders will be subject to a 50% fee.

Change Requests

• All change requests for your order must be completed through the catering website.
• Do not call the catering department to request changes unless changes are needed on the day of your service request.
• Order changes or final counts for your event may be submitted via the website up to two (2) business days before the event. If a final count is required and not received, we will consider the number indicated on the latest count to be correct.
• The count is not subject to reduction after the deadline.
• Your billing is based on the final count. If the number of guests is higher than the final count guaranteed, you will be charged accordingly.
• Any changes made to your order with less than (1) business day notice will be charged a $10 service fee.

Cancellation Policy

• All cancellation requests must be submitted through the catering website. Please do not call the catering department.
• Cancellations must be received at least three (3) business days in advance for events requiring meal service and at least one (1) business day in advance for smaller orders.
• Cancellations made less than three (3) business days prior to the event will incur a $10 service fee. Events cancelled with less than one (1) business day notice will be subject to a charge equal to 50% of the order total.

Calling the Catering Department

Certain times of the day are extremely busy for the catering staff and no one is in the office so we ask that the only calls made are for the following circumstances:

• You need to ask for approval to place a last minute order.
• You need to make a change to an event occurring that day.
• You need to cancel an event occurring that day.
• You have questions about a very large catering event.
• To pay for a catering request by credit card.

Additional Charges

• Standard catered events include chinet plates, plastic flatware and paper napkins.
• Additional disposable items are available for purchase on the website.
• Supplies delivered with food and beverages are provided in excess of actual needs. Removal of these excess supplies will result in additional charges. Any catering equipment that is removed from the set up and not returned within 24 hours will be billed to the client at the cost of the replacement price of the equipment.
• For formal events, linen tablecloths and skirting will be provided for catering tables only. If additional linen tablecloths or skirting is required the charge will be $2.00 for each tablecloth and $5.00 for each skirt. If linens are ordered without a food service order, the client will be responsible for placing the additional tablecloths and skirts on the tables.
• Depending on the size of the event, china may be rented and any applicable rental fees will be applied to your bill.
• A delivery charge of $5.00 will be added to all events located in the East wing of the Clinic or the Laird Center. Any off site locations will incur an additional 15% delivery fee.
• Catering staff members are available to assist you with your food service needs. If you require our staff to be available to serve food at your event, a service fee of $20.00 per hour is offered.
• There is a $10.00 minimum for orders. Orders less than $10.00 will be rounded up to $10.00.

Billing

• On site: Hospital and clinic clients must provide a valid cost center number to begin your event planning. Once your order is placed on the catering website you will receive an invoiced copy of your charges via email. You may view all your previous orders and invoices at any time under you account information on the catering website.
• Off site: We prefer that charges be paid by credit card. Please call the catering department at 715-387-7631 to give them your credit card information after you place your order. Your account will be billed before the day of your event and the credit card receipt delivered with your food service. Checks will be accepted, but payment is required upon delivery of your catering order. Only under special, pre-arranged circumstances will bills be mailed to individual parties. Payment is due by the end of the month you are billed.

Food Safety

Food safety is a high priority for Season’s Catering. Therefore, to ensure safety and sanitation for customers and guests, a Season’s Catering staff member will remove all items from events with meal service within 90 minutes after the scheduled service time.

Security

Season’s Catering is not liable for any equipment, supplies or personal belongings left in public areas.