Thank you for choosing ARAMARK Catering at Rose-Hulman Institute of Technology. The staff and management of ARAMARK look forward to assisting you to fulfill your dining needs. We are ready to make your event an outstanding and memorable occasion. We realize that all clients have a different idea on how the event should be organized, and we are willing to work with you to help create you special event. You will find that the catering guide is designed to assist you in planning your special event. Included in the guide are menu selection and liquor information. In addition to the items listed in the catering guide, we will be happy to help create a specific menu for your party or reception.
To ensure that your event is a success, please read through the catering guide to make your selections. Once your selections have been made we ask that you call Matt Garcia, the Catering Director, at 812-872-6032. After arrangements have been made you will receive a confirmation sheet. We ask that you look over this and notify us of any changes you would like to make. The confirmation sheet is what we operate by.
If you have any other questions, call our office at 812-872-6032. The catering director will be happy to assist you.
General Catering Information
ARAMARK is a diversified services management company headquartered in Philadelphia. ARAMARK's college division manages the dining and related services of nearly 500 colleges and universities across the country. ARAMARK is proud of its over 35 year relationship with Rose-Hulman Institute of Technology.
All prices are subject to change without notice. Indiana State Sales Tax of 7% is added to all sales unless a valid state sales tax exemption certificate is received by us before the date of the event.
All events are required to have an estimated count seven days prior to the event. A final count of guests you expect is due 3 business days before the day of the event. If no final count is given, the estimate will be taken as the final count. Food quantities, seating arrangements, service labor and billings are all based upon the final count. It is the guest's responsibility to contact the dining services with the final count.
Whenever possible menu selections must be made three weeks before the event. No food or beverages may be brought into the Union Building by the booking party or its guests. No food may be taken from the Union Building from a catered event. It is the goal of ARAMARK Catering that every event is attractively presented and proportioned for the last guest as for the first, due to this attention to presentation, there may be food remaining at the end of the buffet. This food has not been billed to the customer and will not be available for carry out.
Reservations for rooms must be made through the Union Office between 8:00 and 5:00 Monday through Friday. Their phone number is 812-877-8346. Room rental charges are assessed by the Union Office. The Union Office handles any special needs such as table arrangements, projectors, PA system, podiums. Please arrange these needs personally with the Union Director's Office.
After reservations are made, please call the Catering Director at 812-872-6032 to schedule food arrangements. A $100.00 retainer made payable to ARAMARK is required to hold the date. The retainer will be applied against your food billing.
The booking party is responsible for all damages incurred by its guests. This includes damages to furnishings, glassware, china, silverware, table covers and floors. Decoration clean-up is the responsibility of the booking party and must be done immediately after the event. Failure to do so will result in a minimum $100.00 charge. Decorations need the approval of the Catering Director before they may be used. Should you need ARAMARK to assist in decoration set-up, this must be arranged through the Catering Director at the time of booking. The charge will be negotiated then.
Unless credit arrangements have been made, payment for all special events are due three days before the event. If the booking party is offered credit, payment is due for all special events 15 days from the date of the invoice. Failure to make payment in full by that date will result in interest charges at 1.5% per month added to the invoice total. Charges are based upon the greater of the actual count or the final count which is given 3 business days before the day of the event.
You may cancel your event up to 72 hours prior to the scheduled time of your event. The retainer (see Reservations) will be forfeited. Cancellations that occur within 72 hours of the planned event will be subject to a service charge according to the nature of the event in addition to the loss of the retainer.
Catering Event Planning Checklist
1. Determine the date, time, and type of event desired.
2. Check availability of desired location and reserve the room with Tracy Crosby or Donna Gustafson in the Union Office 812-877-8346.
3. Decide on a budget for food and alcohol.
4. Call Matt Garcia at ARAMARK at 812-872-6032 to plan the event.
5. Arrange any special equipment needs with the Union Office.
6. Decide on table arrangement, including the number of guests at a head table and a room diagram.
7. Request additional tables for gifts, awards, nametags.
8. Decide on the number of "Reserved " tables and request signs.
9. Remember to include entertainers in your guest count if you plan to feed them.
10. Prepare a schedule of programming that will occur during the course of your event. Be sure to give a copy to the catering director as waitstaff will leave the dining area during programs to avoid noise and distraction that may disturb your guests.
11. Notify Matt Garcia of any vegetarian needs, specail dietary needs or any special accommodations needed for handicapped guests.
12. Call StephMatt Garcia with the final guest count at least 72 business hours before the event.
13. Relax and enjoy your event.