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Planning Your Special Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special event.

Reserving a Date:

Even if the details of your event are only tentative, please make arrangements with the catering department as far in advance as possible.  Our schedule of events can change each day and the Fall/Spring Semester will book quickly as classes resume. You may contact the catering department at (205) 996-6565 or email us at catering@uab.edu to check date availability.  Feel free to stop by our office located on the 1st floor of the Hill Student Center Suite125, open Monday through Friday from 8:00am- 5:00pm.

Our new online system, CaterTrax (uab.edu/catering) provides clients with real time access to submit new orders, check date availability, and review your account history with a single log-in. 

Panera, Full Moon BBQ and Mein Bowl are additional vendors available in the Hill Student Center.

Einstein Bros. Bagels, World of Wings (WOW) Cafe and Simply to Go are additional vendors available for any catered events.

Policies & Procedures:
Once an order is entered into our system, our staff will work to create a banquet event order (BEO) to include requested menu, resources and associated pricing. To ensure accuracy, final client BEO review/approval is required before an order is confirmed for production.

Catering orders and menu selections should be confirmed within (3) business days of your event to ensure adequate resources can be secured to accommodate your group. While we can sometimes accommodate your needs with less lead time, sufficient notice allows us to schedule production, catering resources, and staffing.  New event orders and/or requested changes made within (72) hours are subject to additional fees and require approval at the discretion of Flavours Catering, based upon resource availability at the time of each request.

Orders outside our regular business hours Monday through Friday 8:00am – 5:00pm will be subject to additional labor fees.  All orders delivered outside the Hill Center must meet the $250.00 order minimum.  Any event not scheduled in the Hill Student Center will be subject to a $25.00 delivery fee or anything over $250.00 will be subject to charged 10% of revenue with a $500.00 maximum charge.  For pick-up orders, please contact our Catering Department at (205) 996-6565 (catering@uab.edu).  

Any buffet service event over 50 guests will be charged an attendant fee for maintaining and replenishing food and beverage service tables.  For every 50 guests thereafter, another attendant fee will be charged.  Please see “Attendant” section of this document for attendant fees.  Plated Services are subject to additional attendant fees based on number of guest. 

Reserving a Location:

Whether on or off campus the event location needs to be reserved before we plan your event. Room Reservation office can reserve rooms located in the Hill Student Center at (205) 996-1841. All other room reservations need to be reserved through the Dean’s office of that specific building. Remember to arrange tables, chairs, trash cans and other equipment. When reserving the location please allow two hours for setup and one hour for cleaning time.  In order for your event to be set up in a timely manner, it is the event organizers responsibility to ensure facilities are accessible and requested equipment is in place (tables, chairs and trash cans).  Flavours Catering cannot guarantee your event will be set up on time if these arrangements are not put in place.  We reserve the right to assess additional fees in the event these arrangements are not made in advance.  Event set up and breakdown is based on a two hour event.  Anything over two hours will be subject to additional attendant fees.  

Changes/Guarantees/Cancellations:

Cancellations and/or any changes to menu selection, guest count, location/date/time must be confirmed (3) business days prior to your scheduled event. Functions cancelled with less than (2) business day’s notice are accountable for 75% of the associated revenue due. Any/all cancellations or BEO changes made within 24hrs are accountable for 100% of the associated revenue of the confirmed order.

Once an order is confirmed via the online CaterTrax system, our staff will prepare for the menu selections, guaranteed number of guests, and resources outlined in the final BEO. Final BEO approval is required within 72 hours of your scheduled event, and the client will be held liable for the associated revenue upon its receipt. Any changes (guarantee counts, menu or additional requested resources) made within 72 hours of your scheduled event are subject to Flavours Catering approval and will incur a $25 penalty/change fee. These change requests should be made via the CaterTrax system to ensure such requests are documented (date/time stamped) and to confirm adequate arrangements are made to accommodate any BEO revision as needed once approved.

Any exception to the policies outlined above (i.e. unforeseen circumstances, inclement weather, and campus closing) will be made by the Director of Catering on a specific case basis. These exceptions are made in an effort to minimize loss of revenue to Flavours Catering and allocated resources should an event cancel outside of the guidelines presented above.

Payment:

All cancellations and/or changes referring to menu, guest count, and event arrangements must be confirmed 3 business days prior to the event.

Functions being paid via Third-Party (Non-UAB Oracle/GA Account) must present CC Authorization, and 100% payment is due prior to your scheduled event. For outside vendor functions (i.e. non-University events) additional payment methods are accepted: Non-University check, Visa, MasterCard, or American Express. Non-University related groups are also required to make a deposit of 75% (7) days prior with the remaining 25% balance due 24hours before your event.

NOTE: Non-University groups are subject to a10% sales tax for all food events. Tax exempt organizations are required to submit a copy of their tax exemption certificate prior to their event. Again, Flavours Catering will prepare and invoice for the estimated number and charge accordingly should a final count not be confirmed.

High Quality Plasticware or China Charges:

Our Catering Department offers an eco-friendly service-ware unless otherwise requested or noted. We also offer a high quality plastic ware for any event at an additional fee.  Please call the catering office for details.

Full Meal China and Silverware Service $5.50 per guest

Reception China and Silverware Services $2.25 per guest

Coffee or Beverage China Service $1.75 per guest
Full Bar Glass Service $2.50 per guest
Disposable Masterpiece plates and Reflection Silverware $2.50 per guest

Disposable Acrylic plates and Reflection Silverware $1.50 per guest

Linen:

As a standard, we provide tablecloths for all food and beverage tables.  Linens for guest tables, registration tables, name tags, head tables and any additional tables that will not be directly used for food and beverage set up are available at an additional fee.

Below pricing is based on Black or White linens

85” square for round tables (not to the floor) $3.00 per table
114” rectangle for 6’ and 8’ banquet tables $3.00 per table
120” round tablecloths (floor length) $10.00 per cloth

90 x 132” rectangle cloth for 6ft table (floor length) $11.00 per cloth

90 x 156” rectangle cloth for 8ft table (floor length) $12.00 per cloth

Napkins $1.00 per napkin

Other linen colors, depending on availability, may be placed as special orders. Specialty linens are also available for your food and guest tables at an additional cost. Please set up an appointment to view swatches.

Attendants:

To ensure that your event is a success attendants may be required. When attendants are needed, services are at an additional charge of $20.00 per hour, per server with a four hour minimum.

Service Staff:

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant based on 50 guests or lower and are included with the per person price. Depending on your guest count your event may require additional servers.

The charge for each staff member is:
Attendants $20.00 per hour (minimum 4 hours)
Station Chefs $25.00 per hour (minimum 2 hours)


Catering Equipment:

As the host of the catering event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. For large events, specialty equipment may need to be rented at an additional charge.

Floral Charges:

We will be happy to order, receive and handle specific floral and decorative requests for an additional fee determined in accordance with your specific needs.

Food Safety

Due to food safety liability, guests may not remove food from the function site without signing a waiver of liability provided by Flavours Catering.

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