Plan Your Event

Our mission is to provide you with exceptional quality, exceptional service and a creative cutting-edge culinary experience. Our professional staff is available to assist in planning your special event Monday-Friday 8:00am - 5:00pm. Please contact our office at 850.857.6260 for customized service and menus.

Policies & Procedures
To ensure optimal selection and the best possible service, we kindly ask that events be booked at
least seven (7) business days in advance. We understand events arise unexpectedly and we will
do our best to accommodate your needs.

Guest Counts
We kindly request a confirmed number of guests be specified four (4) business days prior to the event.
This number is considered the guaranteed guest count. The guarantee is not subject to reduction and
the client will be billed for the guaranteed number or the accounted number of guests served, whichever is greater. Chartwells reserves the right to make reasonable substitutions or additions to the menus if the guarantee is not received on time. This may result in an additional fee to menu items added to
meet the number of guests being served. The last estimated number to attend would be used as the
guarantee. Chartwells will automatically produce event items 5% over the guaranteed number. The
client will not be charged for the 5% over production.

Serviceware and China
All disposable serviceware will be furnished as accompaniment to all items purchased. Some
exceptions apply to orders being picked up. We provide high quality disposable plastic ware. China
and glassware is available for an additional charge of $2.50 per person.

Tablecloths are supplied for all food and beverage service tables at events. Tablecloths for non food
tables are available for an additional $7.25-$15.50 per table depending on the size of the tablecloth(s)

Attendant’s/Server Fee
Chartwells requires attendants for all meals, receptions, and breaks that utilize china for their
event. The number of attendants is based on the size, set-up and complexity of the menu items. For
plated, seated events Chartwells will supply one (1) professional server per eight (8) guests. There is a
four (4) hour minimum for all service personnel for seated events. The four (4) hour time period begins
one (1) hour before the event starts. For events that do not require an on-site attendant, food will be delivered to your event and displayed for self-service. At midpoint of the event, a catering attendant will return to ensure sufficient quantity, provide any necessary refills, and provide any minor
cleanup as needed.

Drop-Off Catering
Drop-off catering includes food & drink only. Chartwells personnel will not be present or provided. We suggest a delivery time of approximately thirty (30) minutes prior to your event. Drop-off catering orders are available Monday through Friday, 8am to 5pm. The client is directed to secure Chartwells’ property for later pick-up and will be responsible for any losses incurred.

Billing & Payment
All non-affiliated University of West Florida catered events will be required to pay 100% of the estimated charges to reserve our services. The catering sales office must receive payment no later than seven (7) business days prior to the event.

All affiliated University of West Florida catered events will be required to provide an approved account number.

Tax Exempt
We request tax-exempt forms be dropped by the Chartwells office three business days prior to the event
for non-campus guests.

Cancellation of service must be submitted in writing and sent directly to the catering sales office no later than four (4) business days before the scheduled event. Please contact The Gathering at Exceptions can be made by Chartwells on a case-by-case basis.

Location, Meeting & Equipment Information
Prior to making catering arrangements, you must first make room reservations for your event. For
specific locations on campus, it is important that you make your reservations as far in advance as
possible. It is the customer’s responsibility to ensure that the facility where the event will be
held is open and accessible with sufficient time prior to the function for set-up purposes. Set-up
time will vary based on the size and complexity of the event and must be coordinated with the
catering department.

Please reserve all non-food related equipment by contacting UWF Reservations and Conference
Services at 850.474.2095. This will include room reservation, set and room configuration, audio
visual and other general information.

Leftover Food
Food is extremely perishable; therefore any food not consumed at the event remains the property of
Chartwells. No credits will be issued for leftover food or unused items. Leftover food may not be taken
from the event.

Special Diets
Special diets are accommodated upon request. We kindly request that your needs be submitted as soon
as possible.

Additional Requirements
All events will have a predetermined ending time. Any event that extends past the agreed upon ending
time is subject to an additional fee to cover the additional labor expense.

Alcoholic Beverage Policy
The lawful sale and/or service of alcoholic beverages will be conducted solely by non-student personnel from Chartwells when the event is on campus. Alcohol may be served at on-campus and offcampus
events only when the appropriate university personnel have given authorization. There can be no serving of alcoholic beverages before 12:00 noon on any day or after 12:00 midnight, Sunday through Thursday. Alcohol may be served until 1:00am on Friday and Saturday. Non-alcoholic beverages must be available in the same location and featured as prominently as the alcoholic beverages. The client must also arrange security personnel to be present at the event.

The alcohol server(s) reserve the right to monitor and refuse service to any guest. “Last Calls” are not allowed. Alcohol cannot be taken out of the room it is being served in. All drinks will be served in
disposable glasses unless glassware is requested. Bar glassware is an additional cost. 

A minimum guarantee of $250 in sales is required for bar services. If the minimum is not met, the client will be billed the difference to meet the minimum. Kegs are not allowed with our services. Clients may not bring in any outside alcoholic beverages.

 Please ask your catering coordinator about additional alcoholic beverage pricing.