Room Reservations
As soon as the date for your event has been selected, contact the Catering Office to reserve the necessary catering services. If the event is to take place on the Sierra Nevada campus, you will need to first contact the Director of Resident Halls at (775) 831-1314 ext 7451 to reserve a room then, Campus Catering at (775) 831-1314 ext 7452 for additional arrangements.

Guest Count and Guarantee Policy
The expected count you give us should be as accurate as possible. The catering department will plan; purchase and bill for all the guests you indicate will attend. Any event cancelled within 24 hours will be billed the full amount.

Menus
We suggest that all orders be finalized with the catering team a minimum of 7 working days prior to the event to assure an appropriate lead time for ordering and preparation.

Catering Services reserves the right to substitute items in the event of product unavailability. We will make every attempt to inform you of this change as far in advance as possible. Please discuss with your coordinator any special dietary requirements. In case of inclement weather, please discuss with our Manager a secondary plan to insure the success of your event.

Food and non-alcoholic beverages must be provided by Sodexo at catered events, with the exceptions of wedding cakes, special mints, and other approved specialty items.

• Per Nevada Health Code, Sodexo does not allow any leftover food items to be taken home.

Bar Service
The Sodexo staff will be pleased to assist you in the service of alcoholic beverages. All bar service must be staffed by Sodexo personnel. Sodexo reserves the right to review the identification of any guest to insure that no alcohol is served to any minor and to discontinue service to any guest that appears to be legally intoxicated. In addition, all service of alcoholic beverages will be required to cease thirty minutes prior to the end of the event.

The hourly fee for bartending services is $30.00 per bartender, with a minimum of four (4) hours. Where an outside party is used for bartending services, there may be additional charges and gratuities applied per event. This fee includes the dispensing of wine, beer and or mixed drinks. The charge for necessary mixers is $1.75 per person and is based on the client’s final, guaranteed count. Glass service is an additional $2.00 per person. Unusual glassware or ingredients may incur additional charges.

Labor Charges
Most of our events include set up and service labor. Although additional charges may apply to specific requirements. The Catering Office will inform you of any surcharges when you are booking your event. Should you choose to extend the length of your event beyond the contracted time; additional labor charges per hour will be charged. In addition, a $150.00 cleaning fee will apply should it be necessary to remove any excessive waste after the event (i.e. bird seed, confetti, intentionally broken glassware, etc.) The client will also be responsible for replacement costs of any damage to or losses of property owned by Sierra Nevada College or Sodexo that have been incurred as a result of the actions of any of the client’s guests.

Room Reservations & Arrangements
Should the room not be used “as is” or left in its original manner an additional Set-up/Breakdown charge will apply to cover Sodexo labor costs. We highly suggest coordinating room and table arrangement through the General Manager at (775) 831-1314 ext 7452.

Guarantees & Payment
In order to prepare for your event, an appropriate amount of time is required to arrange service staff and food deliveries. For school sponsored functions associated with a direct billing account all guaranteed, final counts are due 72 business hours (M-F) prior to the event and a one week notice is preferred for all events.

Event billing is based on the guarantee or the number that is served; whichever is greater. For guarantees not confirmed, it will be assumed the guarantee will be the estimated number of the initial order. Sodexo will always prepare for 5% over the guaranteed count.

For every event a confirmation sheet detailing the service time, menu, location and applicable charges will be on file with the Catering Office two weeks prior to the event. Sodexo will accept cash, personal checks and most major credit cards.

Cancellations
All cancellations should be called into the Sodexo Services Catering office as soon as possible. Events or menu items cancelled less than 72 business hours (M-F) before the scheduled date will be charged 25% of the invoice, less than two business days will be charged 50% of the invoice and less than 24 hours notice will be charged 100% of the invoice.

Decorations
Arrangements for floral centerpieces may be made with the Catering Office at an additional cost. All decorations must conform to local fire department guidelines. If no special decorations for buffets and table tops are indicated Catering Services will use their discretion. No decorations of any kind are to be affixed to the walls or ceilings of the event rooms. In most cases, rooms will be available for decoration prior to the event, although it must be confirmed with both the Catering Office and the Office of the Director of Resident Halls.