Washington & Lee Catering Services Policies

Thank you for considering Washington & Lee ("W&L") Catering Services for your event! Our Catering Department offers a wide variety of menu options and services that can fit your event needs. Our professional staff and talented chefs will assist in making your event a success. Please review the following policies to ensure a smooth and successful catering experience.

1. Introduction and Overview

W&L Catering is committed to providing excellent service and creating memorable experiences for your event. Whether you're hosting an intimate gathering or a large event, our team is here to assist in making your event extraordinary. Please note that W&L Catering has the 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 catering.

2. Scheduling and Planning an Event

To ensure that your event runs smoothly, please review the University Facilities Use Policy ("UP"). Once you’ve reviewed the UP, arrange for an appropriate event location. 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 outlined in the UP (Section 1, Location).

• Evans Hall can be reserved directly through the Catering Department at (540) 458-8698 or by emailing catering@wlu.edu.
• Room Rates: Evans Hall rental cost is $2,500 for the first four hours, with additional hours charged at $500 per hour. Internal W&L events do not incur a rental fee, but setup and teardown charges may apply.

Once you have confirmed the event space, please contact Catering to ensure we are available for your event. Catering services are not guaranteed until confirmed by our department. A minimum of 15 guests is required for all catered events. If your guest count is fewer than 15, you will be charged for the minimum.

3. Menu Selections & Guest Counts

Event planning should be completed, and menus confirmed at least fourteen (14) days prior to your event. Menu confirmation is considered complete once you have reviewed the event order and emailed approval.

• Late Event Fee: A $100 fee or 10% of your food and beverage order (whichever is greater) will be charged for orders finalized less than 14 days before the event.
• Guest Count: Expected guest count must be submitted 14 days prior. Final guest count is required 7 days prior. Billing will be based on the confirmed count or the higher of expected or actual guests served. Last-minute changes may affect your menu.

4. Payment

For internal groups (W&L departments), payment is due after your event via internal billing. We accept valid Workday Account Numbers. External groups must provide a 50% deposit at least two weeks before the event.

• Invoicing: Final invoice issued three (3) business days prior to your event.
• Additional Charges: Billed after the event (e.g., alcohol consumption).
• Payment Methods: Check only.

5. Event Cancellations

If you need to cancel your event, notify us by email at catering@wlu.edu.

• No charge for cancellations made at least two weeks prior; full deposit refund.
• Cancellations between two weeks and three business days: $100 fee or 10% of total bill (whichever is higher).
• Cancellations within three business days: $200 fee or 20% of total bill (whichever is higher).

Note: If the University closes campus due to emergency or weather, all scheduled Catering events are considered cancelled. We will work with you to reschedule or adjust billing.

6. Catering Pricing & Additional Charges

Pricing is based on:

• Menu selections
• Final guest count
• Length of event
• Location
• Service style
• Labor requirements
• Delivery and setup needs

Additional charges may apply for specialty linen, alcohol, decor, and rentals. All catered events are subject to 5.3% Virginia Sales Tax and 6% City of Lexington Food Tax unless exempt. A 20% Service Fee is applied to food and beverage orders (not a gratuity and excludes bar service). W&L department funds (Workday) are exempt from this fee.

7. Deliveries & Setup

• Complimentary delivery for on-campus events.
• Off-campus delivery: $100 within 8 miles, plus $10 per additional mile.

Event Setup: Tables and chairs are not provided by W&L Catering. Arrange delivery through Facilities Management if needed. Email facilities@wlu.edu. W&L Catering does not provide tables or chairs for events outside Evans Hall.

8. Alcohol Policies

W&L Catering holds an ABC license to serve alcohol. Alcohol service must be requested during booking. Specialty alcohol incurs charges via Catering order. Leftover alcohol remains W&L Dining property. Alcohol service is limited to designated event space. Outside alcohol requires approval and corkage fee. All Managers are TIPS certified and will refuse service to underage or intoxicated guests.

Bartenders: One per 50 guests. Billed at $30/hour including setup and teardown (additional 30 minutes before and after event).

Example: Reception from 6:00pm–7:00pm requires bartender from 5:30pm–7:30pm ($60 for 2 hours).

9. Linens & Equipment

• Standard house linens included for serving and seating tables.
• Additional linens available for rental:
• White 85” Square: $7.00 each
• White Banquet Linen (52” x 114”): $7.00 each
• White 120” Round Linen (Floor Length): $30.00 each
• Linen Napkins: $0.75 each (Colors: White or Blue)
• Specialty linens available in various colors and styles. Contact Catering for assistance.

10. Client Responsibilities

Event organizers must ensure facilities are ready and accessible. Clients are responsible for attendee behavior and notifying Catering staff of issues. For issues beyond Dining Services, call Public Safety at 540-458-8999 or dial 9-1-1 in emergencies.

11. Excess Food & Sustainability

Guests may order compostable “to-go” boxes from our Catering site. Unserved food may be redirected to Dining locations or donated to Campus Kitchen when applicable.

12. Contact Information

For more information or to book your event:

• Email: catering@wlu.edu
• Phone: (540) 458-8698