Food Works Policies
Food Works for Middle Way House Catering Policies
Terms and Conditions
Scheduling Catered Events:
All events requiring catering must be scheduled no later than 2 weeks prior to the event, if the catering date and time are to be guaranteed. We suggest that events on weekends be scheduled 3 weeks in advance. Rushed last-minute events (if workable) are subject to an additional $35.00 charge. Questions regarding menu planning and scheduling should be directed to Susan Dahlberg at (812)219-9525 or emailed to catering@middlewayfoodworks.org. Menu and service changes may be done through email, but are considered confirmed only with a response.
Please note: The Pricing Guidelines are not a price quote. They are generalized guidelines helpful when discussing the catering agreement. The changing availability and costs of food, along with increasing gas prices and the wide variance between what each customer requests makes this policy necessary. This has always been stated very clearly in each publication of pricing guidelines.
Deposit required: (50 percent of cost when the contract is signed)
Final Guest Counts
When placing a catering contract you must provide an estimated guest count reflecting the realistic number of guests anticipated for the event.
*The final guaranteed guest count is due three working days in advance of the scheduled event. WE WILL NOT ACCEPT CHANGES AFTER THIS POINT. This final count should be within 15% above or below the original amount ordered. *
The client will be billed for the guaranteed number, or the actual number of guests served, whichever is greater.
Monday events: Guest count is due previous Wednesday
Tuesday events: Guest count is due previous Thursday
Wednesday events: Guest count is due previous Friday
Thursday events: Guest count is due previous Monday
Friday events: Guest count is due previous Tuesday
Saturday and Sunday events: Guest count is due previous Tuesday
We alway attempt to provide enough extra food to cover a few meals over your final guest count to accommodate last minute guests
Guest counts that are increased after the final guarantee deadline that can be accommodated by catering are subject to additional charges. Please note additional meals may vary from the original selection chosen.
Making Changes to Your Order
ALL CHANGES MUST BE PHONED OR FAXED TO Food Works for Middle Way House, and must be confirmed by either the Head Chef or the Business Manager. Changes will be confirmed by phone and email.
To ensure the success of your event, only slight changes should be made to your catering contract once it has been submitted. Please keep in mind; the more changes made to an event, the more likely an error can be made.
-
Any changes to your contract should be made when your final guest count is due. However, dramatic changes in count, style of service, location or date would necessitate immediate notification.
-
Menu, style of service and event times may not be changed less than one week prior to your event. Some changes may not be possible if requested after this deadline.
-
Excessive changes may require submission of a revised catering contract.
Changes in service that are called in after the final guest count, (that can be accommodated by our catering service), are subject to a processing fee of $75. (Examples of service changes: change in event or pick up times, change in event location, addition of tablecloths or water service, etc.). If a change requires additional personnel time and purchasing, penalty charges reflecting this will also be added to the bill.
Cancellation Policies
All cancellations must be made in writing (fax) or by phone 7 days in advance of the event date. Failure to notify the catering coordinator of the cancellation will result in a charge of 75% of guaranteed amount.
-
Events or menu items may be canceled anytime prior to one week (7 days, excluding holidays) before the event with no charge.
-
Events or menu items canceled less than one week (7 days, excluding holidays) before the event will result in a $50 processing fee or 33% charge of the total price of all items ordered, whichever is greater.
-
Orders canceled within 48 hours of the event will result in a 50% charge for all items ordered.
Special Services, Custom Menus & Special Guests
We can customize any menu to fit your needs or we can create a custom menu for a specific event. If you are having a special guest that special protocol should be followed, please arrange this with us well in advance of your event. We will make every effort to cater to your special needs.
Special Diets and Children’s Meals
-
Special diets ranging from children’s meals, low sodium, low fat, vegetarian, vegan, lactose intolerant, gluten free, food allergies and limited kosher can be accommodated when enough notice is given.
-
Please contact our office to discuss options. Indicate the need for a special plate on your contract when ordering with the exact restrictions that we need to follow.
There may be an additional charge for some special diet plates; please inquire.
AVAILABILITY: Food Works shall have the right to make substitutions to any order for any item or items which shall not be reasonably and/or readily obtainable in the open market or appears inferior to quality standards of Food Works.
Our Contact Information: You may call Food Works at (812) 219-9525 to speak with the Chef, initiate the contract, and work on menu selections. You may also reach the Business Operations Manager at (812) 320-9217. Our Fax # is (812) 323-9063. Our Email address is catering@middlewayfoodworks.org
Billing
TAXES: Patron is responsible for payment of all Federal, State and City Taxes. Taxes will be assessed on all charges. Tax-Exempt will only be honored with a valid Tax-Exempt ID number and certificate issued by the state of Indiana. No other tax-exempt status will be accepted.
DELIVERY CHARGE: A ten dollar ($10.00) charge will be added to all orders less than fifty dollars ($50.00) exclusive of service charge and sales tax. There is a $50 delivery charge for events outside of Monroe County.
Payment
A Deposit is required: A deposit of 50 percent of the cost agreed upon will be due upon the signing of the catering contract.
(If you are a nonprofit seeking an exemption from the deposit policy, this must be agreed upon and arranged with the business manager before signing the contract. In some cases a valid purchase order from your organization may be accepted in lieu of the deposit).
Invoicing for the remainder of payment due will take place within 15 days of the event.
Payment accepted includes check, money order, Visa and MasterCard. We are working towards and online payment page. We also may invoice through email.
Please do not hand cash for payment to our staff at the events. Payment of invoiced amount is expected within 15 days.
We do not accept a gratuity. If you wish to provide a gratuity, please do so in the form of a contribution to Middle Way House!
There will be a thirty five dollar ($35.00) fee charged to any check returned by the bank.
Listed below are guidelines to help in the discussion of catering your event:
Questions to ask:
Do you want Middleway Food Works staff to serve guests or buffet line?
Do you want our staff to setup meals selections during your meeting or will you be taking breaks for Middleway Food Works staff to setup?
Do you want china or disposable dinnerware? Chafing Dishes? Other?
Do you want Middleway Food Works staff to remove dishes from tables and room during your meeting or will you be taking a break?
When requesting catering allow ample time for catering to set up and clean up.
Event Coordination Checklist
In helping you to make your special event the best it can be, we suggest the following checklist be completed:
1) Is your location reserved?
2) Have you made the necessary arrangements for the provision of tables, chairs, and additional accessories?
3) Is there a rain location and rain plan if the event is planned for outdoors?
.
4) Does your event have a scheduled program that will affect the time or service of catering? If so, please let us know and specify so on the Catering Contract Form.
5 Are tablecloths and skirts needed?
6) Are there any special diet restrictions for any of your participants? (Vegetarian, health concerns, etc.)
7) Have I provided Sales Tax Exemption Form if applicable?
