PLEASE NOTE: The Catering Department does not supply tables, please contact the events office @ William Paterson 973-720-3245.
Planning Your Special Event with Flavours by Sodexo
Flavours by Sodexo has exceptional culinary skills and extensive capabilities to satisfy a wide range of catering needs. We are passionate about food and dedicated to making sure things are as perfect as possible for your special occasion!
Please use this guide to understand processes, procedures and expectations as we work together to achieve a smoothly executed and memorable catered event.
Our experienced event planning specialists are very consultative and will be happy to answer all of your questions and concerns and assist you in planning every detail. We look forward to serving you!
How to Contact Flavours by Sodexo
When you have a catered event in mind, please contact us as soon as possible. Even if you are not yet sure of such details as the exact event date, event location and number of guests that will be in attendance, it’s a good idea to touch base with us as early on in the process as possible.
Some catering arrangements through Flavours by Sodexo can be made by phone or email; other catering arrangements require an in-person appointment with one of our event planning specialists. It’s easy to get in touch with Flavours by Sodexo about your catering needs. Here are the options:
Visit Our Office: You may visit us in person in the Univeristy Commons Hospitality Area. Our office hours are Monday through Friday 9:00am-4:00pm. Please be aware that we are closed on some holidays.
Visit us on the Web: www.wpudining.com/catering/index.html This site will enable you to easily view our fabulous catering menus.
Give us a Call: You may speak with an event planning specialist by calling 973-720-3210/3712.
Send us an Email: CateringOffice@wpunj.edu
Event Location Reservation
You must make arrangements to secure a location for your event. Whether your event will be taking place on or off the campus, you will need to officially “reserve” the space in order for us to be permitted to serve you in this location. To reserve a room for an event, as well as make arrangements to secure tables, chairs and other equipment you may need, please contact the events office @ William Paterson 973-720-3245. PLEASE NOTE: The Catering Department does not supply tables
Event Confirmation and Guarantees
For Groups using SGA P.O. number must select “SGA P.O. “ from payment page, and enter firstname.lastname@example.org email for the approval process to begin. Once Jaime Oyola approves your order, and provides the P.O. number to the catering office, you will receive a confirmation email that your planned event is set to go. The Catering Office must receive P.O. number 5 days prior to event.
For all other WPU accounts No less than 5 business days from the scheduled catered event, you must present a signed WILLIAM PATERSON UNIVERSITY REQUEST FOR FOOD SERVICE form, in accordance with WPU business services requirements. This document will outline the terms of your agreement with our Catering Office and must include all event details and requirements, including time, date, location, menu selections, number of attendees, professional services, equipment, and staffing. If you do not provide us with a final number, we use the estimated number.
For Outside Groups: Orders need to be placed 2 weeks prior to event.
Event Changes and Cancellations
No less than 48 business hours from the scheduled catered event, please make us aware of any event changes (including increases or decreases in the number of attendees) or if your event needs to be canceled. Please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred by the Catering Office.
Inclement weather policy
In the event that the University officially closes during adverse weather, or the threat of impending inclement weather, the client will not incur any charges associated with their event. If the University remains open, but the client makes the decision to cancel their event for any weather-related reason, they will be required to inform Sodexo Catering 48 hours in advance in order to avoid any charges. If the client does not cancel within the 48-hour time period, they will be billed 25% fee of the estimated total cost.
Payment must be received prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, American Express, cash, check, WPU department accounts and foundation accounts with accepted signatures.
For our outside visitors and guests booking events:
• A deposit of 75% of the total cost is required two weeks prior to your scheduled event with the balance due by the day of the event.
• Sales tax of 6.625% will be added to your bill.
If you are a tax-exempt organization:
• You must submit a copy of your tax exemption certificate upon booking
There is no delivery fee for catering services held on any part of the WPU campus.
There may be a fee for Weekend Evening Student Events. Please contact Catering Office for info Ext 3210.
Service Staff and Attendants - Please see Menu for pricing
As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. The cost to replace any missing or damaged catering equipment or supplies will be charged to your account. For very large events, specialty equipment may need to be rented at an additional charge. We provide high quality plastic products for all events. We also offer china service for any event at an additional charge.
China Charges -See Menu for Pricing
You are welcome to order flowers on your own. We will be happy to receive floral arrangements for you.
Linen and Skirting - Please see menu for pricing
**Customer must include all linen needs on a foodservice request form.
Food Removal Policy
In accordance Health Regulations all leftover food remains the property of Sodexo & cannot be removed from the catered event space by the client. This policy is intended to limit the risk of food borne illness due to improper handling or storage of leftover food items. All leftover food & drink will be disposed of by the caterer at the conclusion of the meal function.
Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.
Alcohol Procedure and Policy
All beverages are to remain within the licensed room. Beverages not consumed will remain the property of Sodexo, in accordance with the laws of New Jersey. It is the policy of William Paterson University, that no alcoholic beverages are brought on the premises for consumption without written permission. An alcohol permit is required for certain spaces on campus. To obtain a permit, please contact the WPU catering office at 973-720-3210. Sodexo reserves the right to refuse service of alcoholic beverages to any person. All bar service personnel have completed the ServSafe Training or Tips Program for Service.
Sodexo Exclusive Privileges
No external vendors will be permitted to provide food service on University property unless a written agreement is executed with the service vendor, a waiver is signed and a certificate of insurance must be issued. External vendors must accept full responsibility to clean and remove all trash related to their services. Events are subject to cancellation if the acceptable licenses are not provided by the external vendor prior to the schedule date. The university kitchens, food preparation areas and equipment are not permitted under any circumstances for external vendors use.