This booklet is a guide intended to make suggestions. Our program is by no means restricted to its contents.

The following steps will guide you through the process of organizing your special function.

Arranging and Reserving a Date

Even if your event is tentative, please make arrangements with the catering department so that we can reserve your date on our records. All information such as; location, estimated number of guests, time of function and menu selection needs to be decided ten business days prior to the function date. Contact the Catering office at 973.655.4224 or email MSUcatering@mail.Montclair.edu, or schedule an appointment in the Student Center room 200. Please also keep in mind that elaborate events with rentals, formal staffing and specialty menus will require more planning time. A guaranteed number of guests attending your event must be submitted to the Director three (3) days prior to your event. You will be billed for the count given. If the actual attendance exceeds the guaranteed number you will be billed for the number of meals served.

Cancellations

Cancellations should be made 72 hours in advance of your event. Failure to comply may result in billing for costs involved. This will be deferred to the discretion of the Director of Catering. We will accommodate requests made outside these parameters to the best of our ability. 

Standard Service

Our standard service includes: setup and cleanup of your food order, high-grade plastic wares and MSU logo paper napkins along with cloth table linens for the food buffet table(s). Waitstaff required for events over 50 guests at an additional charge.

China Service

China service is available outside the Student Center for an additional $2.00 per person.

Premium Service

This service includes tablecloths for seating and napkins, china service and one wait person per 20 guests.

The server is available for a 3 hour service period; longer events will be charged for additional time. Given proper notice, we can order almost any color or combination of colors you wish. Standard linen for seating and serving tables are included in the cost of your special event. Special orders and linens for additional seating, registration, awards, and the skirting of head tables are available for an additional charge. Premium service is available for events with less than 20 guests, but is priced by individual service item. Seated events with table service require at least one server per 20 guests, with additional staff required for pouring wine and / or bartending.

Linens

Some events require linens for informational or registration tables which are not included in your food order.

Linens can be provided to you for these tables at a direct cost from our supply company.

 Reserving a Room

Along with the space, chairs, buffet tables and tables for guests need to be arranged by you.

Please contact extension 4411 for Campus reservations or 3391 for University Hall Conference Center.

Timing

Please allow at least 1/2 hour before and after your event for our set up and clean up. Thus if your meeting begins at 9:00am, please expect us to set up between 8:30am and 9:00am. In addition, please consider that the timing of a meal is very important in choosing the menu and style of service. The following is a brief outline: A three (3) course meal can take one (1) hour to serve in addition to seating time. If there are guest speakers or the need to move on to another meeting, a preset salad and/or dessert can speed service.

Table Centerpieces

Many colors and types of flowers will be made available for your special event.

Flowers and arrangements may be purchased through our services at a direct cost from our suppliers.

General Parameters

Please note the following additional conditions;

1.     $35.00 minimum order.

2.     $10.00 delivery charge on any order under $100 scheduled outside of University Hall.

Payment

University Funded Events

1.     The sponsor contacts the Catering Office to arrange the function.

        Contact must be made at least ten (10) business days prior to the event.

2.     Dining Services prepares the special function form showing all arrangements and prices which the sponsor takes to the fiscal agent for signature. The fiscal agent signature certifies that the event is in compliance with university policy and that funds are available.

3.     The sponsor takes the form to the accounting department to have the funds encumbered. The number assigned by accounting shall be the special function form five digit preprinted number. Accounting signs the form and enters financial accounting encumbrance on FRS. The encumbering process is immediate unless funds are not available in which case the budget office must become involved. Dependent upon the funding problem, the matter may be resolved by phone, e-mail, or a visit by the sponsor to the budget office.

4.     The sponsor returns the special function form to Dining Services. Under University regulation, Dining Services will not be authorized to proceed with an event without an executed form. The form should be returned to Dining Services at least five (5) business days before the event.

5.     At the event, Dining Services will obtain the sponsor’s or other responsible person’s signature which certifies that the event took place and that all arrangements were as ordered. If there are adjustments (upward or downward), these changes should be noted at this time.

Billing For Non-University Funded Events

ALL OTHER GROUPS MUST PAY BY MONEY ORDER, CREDIT CARD or CHECK.

A 75% deposit is required two (2) weeks prior to the event. The remittance must be paid the day of the event. Checks should be made payable to: Sodexho Campus Services. Credit cards will be processed three (3) business days before the event for pre-authorization. All prices already have the University 13% discount applied.   Visit us at http://www.montclair.edu/diningservices/catering.html 

All prices already have the University 13% discount applied.