Terms and Conditions

Thank you for considering Washington & Lee ("W&L") Catering Services for your event! W&L Catering Services ("Catering"), offers a wide variety of menu options and services that can be personalized to fit your event needs. Our professional catering staff and talented chefs will assist in making your event the best.

Note: W&L Catering has first right of refusal for all campus events. Only if W&L Catering is unable to provide services for your event may you seek outside services.

Scheduling and Planning an Event
For all events, please review the University Facilities Use Policy ("UP").

Once you have reviewed the UP, arrange for an appropriate location for your next event. We recommend you reserve event space as far in advance as possible. Students, faculty and staff can reserve most campus spaces online via 25Live. External (non-W&L) groups should contact the Facility Contact for the desired location as listed in the UP (see Section 1, Location). Room rates and other non-catering fees may apply. Evans Hall can be reserved by calling the Catering Department directly at (540) 458-8698. You may also email our catering staff at catering@wlu.edu. Evans Hall rental cost is $2,500 for four hours. Additional hours are $500 per hour. For internal events, there is no rental fee. However, set up and tear down of event charges apply.

Once you have reserved the event location, contact Catering immediately to confirm services are available for your event. Note: 25 Live does not mean that Catering Services have been confirmed. Catering Services are not guaranteed until catering is requested and confirmation is received that Catering is available for the event. All orders must be for 12 people or more.

Once your request for catering has been approved, complete and submit the appropriate paperwork. All external groups (non W&L) must sign a written agreement provided by the Facility Contact, as well as the External Group Event Registration Form. In certain circumstances, event insurance will be required and a copy of the policy must be provided to the Facility Contact prior to the event (see UP, Section 13, Insurance. All internal and sponsored group (W&L) events that will have alcohol or expect to have 100 or more guests must complete the Internal/Sponsored Group Registration Form. Please see the UP for submission requirements.

Menus & Guest Counts
Events must be planned and menus must be completed fourteen (14) days prior to the scheduled event. This will allow us to successfully plan your event. A menu is considered completed when you have reviewed the event order and replied, via email, accepting the proposed menu. If we do not have an accepted proposal (14) days prior to the event, a Late Menu Fee of $50 or 10% of your food and beverage order, whichever is higher, will be added to your event.

Events scheduled less than fourteen (14) days in advance may be subject to a $50 late event booking charge and limited menu offerings. Please note that W&L Catering will make every effort to accommodate late requests, but approval of events will be determined by staffing and production availability.

Expected guest count is required fourteen (14) days prior to the date of your event. Final guest count is required seven (7) days prior to the date of your event. This allows for the appropriate time to confirm staffing and procuring food quantities. If catering has not received a final guest count seven (7) days prior to your event, you will be billed based on your expected guest count or the actual number served above your expected guest count, whichever is greater. In addition, staffing and food quantities cannot be guaranteed for unconfirmed quest counts.

Any request to increase the guest count after the final guest count due date may result in menu adjustments at the Chef's discretion. If adjustments are necessary, these will be communicated to you.

Payment
All catered events will be invoiced three (3) business days prior to your event date. Credit card, cash or check payment is expected no later than the date of your event. Additional charges incurred during the event will be billed after your event (e.g. alcohol consumption charges) and payment will be expected by return mail or via credit card at the link to be provided in the bill. If you are paying with W&L department funds, your account number must be provided to Catering when requesting services. For non-W&L Events, a 50% deposit is required a minimum of two weeks prior to your scheduled event.

Note: All alcoholic beverage charges on your invoice are estimates only. Actual amounts will be tallied after your event and your bill we be adjusted to reflect consumption.

Event Cancellations
If cancellation is necessary, Catering must be notified by email (catering@wlu.edu) or by phone (540-458-8698 or 540-458-4635) as soon as possible. In addition to notifying Catering, you must notify your facility contact to communicate the space is no longer needed.

Cancellations made at a minimum of two weeks prior to the event date will not be billed and receive a 100% refund of your deposit. Cancellations made between two weeks and three (3) business days in advance of your scheduled event date may be charged a $100 cancellation fee. For any event cancelled within three (3) business days of your scheduled event date, you may be billed a cancellation fee of $200 and charged for food items already purchased and/or prepared.

Note: The University reserves the right to cancel scheduled events due to emergency situations and/or inclement weather.

Catering Pricing and Additional Charges
Event pricing is based on the following factors: menu selections, your final guaranteed guest count, length of your event, location, service style, labor, set up required and delivery. Additional charges apply for flowers, specialty linen, custom props, and rentals.

All catered events will be subject to the 5.3 % Virginia Sales Tax and the 6% City of Lexington Food Tax. Events paid for with W&L Department funds are exempt from these taxes. If your organization is tax exempt, you must provide a copy of your tax exempt certificate that specifically exempts payment of sales tax on meals. Documents must be received a minimum of three (3) business days prior to your event.

All catered events will be charged a 20% Service Fee applied to your food and beverage purchase for additional costs including staff to ensure your event is a success. Please note this fee is not gratuity and does not cover the cost for bar service. Events paid for with W&L Department funds are exempt from this service fee.

Deliveries
Complimentary delivery will be provided for events on campus with a food and/or beverage order greater than $75.00.
Campus Events with food and/or beverage orders less than $75.00 will be charged $20.00 for deliveries.
Deliveries off campus will be charged $50.00 within an 8 mile radius and $5.00 for each additional mile.
Event Set Up
Tables and chairs are not furnished by W&L Catering. If these items are not available at the event site, you are responsible for arranging to have them delivered and set up by Facilities Management. You may call 540-458-8490 to make arrangements for tables and chairs. On-campus needs can be submitted to Facilities Management as a work order. If your event is in Evans Hall, you will be charged a fee for catering set up. This fee will be equal to Facilities Management costs for set up.

Note: High top cocktail tables will be available for events outside of Evans at $10 per table. Facilities will need to deliver these to your event location and additional charges will apply. High top cocktail tables may not be used off campus.

Bartenders $25.00 per hour
Bartenders will be scheduled 30 minutes prior to and after your event for set up and tear down.
Utility Workers $15.00 per hour
You will be charged for the time it takes to set up, tear down and clean up after your event.

Linens
Standard house linens for serving and seating tables are included when you order food through catering. The number of linens provided with your order depends on the type of service and number of guests being served. Additional linens may be rented as needed for your event and are available regardless of whether catering is providing service. Linen charges will be shown on your confirmation event order when applicable.

Additional Linen Costs (e.g. display tables, check in tables)
White 85" Square $5.50 each
White Banquet Linen (56" X 114") $5.50 each
White or Colored Linen Napkins $.50 each
Table Skirting (White) $16.00 each
Specialty linen is also available in a wide selection of colors and styles. Contact Catering for assistance in ordering specialty linens.

Note: Linens will not be released for events without a confirmed event order.

China
All catered functions, coffee breaks, buffets and receptions include our high-quality compostable products. Plated meal pricing includes China listed below. If China is needed outside of Evans Hall, a $50.00 delivery fee applies to your order.

Lunch or Dinner Buffet Rental
Includes lunch plate, dessert plate, water goblet, and flatware
Plated Dinner Rental
Includes salad plate, entrée plate, dessert plate, bread and butter plate, coffee cup and saucer, flatware and stemware for dinner wine service if included
For bar service, there is a $3.00 per person upcharge for bar glassware listed below.

Bar Glassware
All bar glassware including wine glasses, rock glasses and pilsners
Alcohol
Washington & Lee University Catering Services holds an ABC license for the convenience of its catering customers. Catering has the ability to provide alcohol for your catered event. This alcohol may not be removed from the designated event space. Alcohol and alcohol service should be requested when you place your initial order so we can prepare successfully for your event. If alcohol and alcohol service is not requested at the time of your order, you must request this as soon as possible. Alcohol will not be available for your event if this is not requested a minimum of five (5) business days prior to the event. A standard list of beer, wine and liquor will be provided. Specialty wine and liquor may be available. Please contact Catering for more information.

State law prohibits the service of alcoholic beverages to anyone under the age of 21. We reserve the right to request identification for anyone believed to be underage. State law also prohibits the service of alcohol to anyone suspected of being intoxicated. All our servers are TIPS certified and will refuse service if proof of age is not provided or if guests are showing signs of intoxication.

Event organizers and guests are prohibited from bringing any outside alcoholic beverages of any kind to a W&L Catering event. Failure to comply may result in the immediate termination of your event. If your event is terminated, you will be held responsible for paying all event costs due to unlicensed alcohol consumption. In addition, event organizers and guests are prohibited from taking alcohol with them at the conclusion of the event.

Events with alcohol are required to have one bartender per 50 people in attendance. You will be billed $25 per hour for each bartender and be charged for an additional hour to cover set up and tear down of your bar.

All alcoholic beverage and service charges on your event order are estimates only. Actual amounts will be tallied after your event and your bill will be adjusted to reflect actual consumption and bartender hours.

Note: If alcoholic beverages are being served at your event, food and water/non-alcoholic beverages are required to be available for the duration of the event. Food items must be substantial (e.g., dips, fruit & cheese, hors d'oeuvres, etc.) and not just bar snacks. Food items must be visible and accessible when alcoholic beverages are being served. In addition, there will be a minimum charge of $100 for open and consumption bars.

Excess Food
Due to food safety guidelines, food not consumed during an event may not be taken from the catered event. We enforce this policy for the safety of our guests. Prepared food that has not been served, and that has not been compromised, is redirected to other Dining locations or donated to the Campus Kitchen when applicable.

Advertising, Solicitation and Fundraising
The posting of notices and signs promoting your event on campus must comply with all W&L guidelines. Solicitation or any other activities engaged in for personal financial gain or profit on campus property are strictly prohibited. Fundraising for charitable groups or campus organizations must be approved in advance by Catering, who will verify that your desired activity complies with campus standards and regulations.