Food and Beverage for Events

Many clubs and organizations will serve food and beverages at their events. BAM funded organizations may ONLY use their fundraising monies to purchase food. Clubs and Organizations must follow the catering policy in accordance with the agreement between Eastern Connecticut State University and Chartwells. A Purchase Order Number is required for all catering services before the event. For your benefit, three sections are listed below from the University's food contract with Chartwells. To sum, it states that clubs and organizations must purchase from Chartwells if the total food cost is over $150 for on campus events or over $300 for off campus events. Chartwells must be contacted first in these cases of purchasing food items to determine whether or not they will exercise their first right of refusal. It also states that Chartwells will provide all manual food service, which is the cooking and dispensing of food, with the exception of bake sales (i.e., cookies, brownies).

5.7.2.1 Purchasing in bulk for non-perishable goods costing $300 or less is permitted off-campus; or can be purchased from the food service Contractor at their cost plus 15% markup for ordering, receiving, accounting and handling overheads. For bulk purchases above that amount, sponsors must contact the catering services to determine whether they will provide the bulk order or exercise their right of first refusal and decline the assignment.

5.7.2.2 Catering needs in the area of deli platters, vegetable and fruit platters, pizza and ethnic related food products costing $150.00 or less in total per event may be purchased from either food service Contractor or other off-campus providers. For an event with ordering costs above that amount, sponsors must contact food services to determine whether they will provide the food service or exercise their right of first refusal and decline the assignment.

3.1 The Contractor shall provide "manual food service" for the University, which is defined as the exclusive operation by the Contractor, except as approved otherwise by the University, of all snack bars, cafeterias, conference service facilities, and delicatessens, and provision of all of the services and products typically provided and sold in connection with these operations, catering excepted. Exclusive operation and sales does not include vending machine sales and items determined by the University, in its sole discretion, to be objectionable. The University may supplement the manual food service in this contract with other means of dispensing food and beverage items, such as by additional manual or vending food service, as the University, in its sole discretion, deems appropriate.

Note that three full working days notice is required for all food orders. All items need to be picked up from Hurley Hall.

Inquiries regarding catering should be directed to Chartwells at Hurley Hall by calling 465-5052 or via e-mail at catering@easternct.edu.

Please note that Chartwells does not rent or loan equipment to a club or organization for an event not being catered by Chartwells. For items rented or loaned, a student ID must be left with the staff at the time of pick up and will be returned upon the return of the equipment. Equipment not returned will result in a charge to the club/organization.