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Arranging and Reserving a Date

After scheduling your event in 25Live, please make arrangements with the catering department so that we can get your event on our records. Catered event pricing includes the first 2 hours of service. Other information such as location, number of guests, time of event, billing information and menu selection need to be finalized 3 business days from your event date. You may contact the catering department by phone at (714) 532-6070 or (714) 632-6074, by email at catering@chapman.edu, or on the web at www.chapmanflavours.catertrax.com.

Reserving a Location

To reserve a room for an event, please contact the Chapman University Events Management Department at (714) 744-7061 or 25Live. Tables, chairs, and other equipment will need to be arranged by you through the Facilities/Media department at (714) 997-6811 or 25Live.

Event Confirmation and Guarantees

A contract will be prepared by our catering coordinators and sent to you for review. A guarantee is required 3 business days prior to your event date. This confirmation and guarantee is to include the exact start time, end time, location, guest count, menu selection and room setup. Please print, sign and return the contract to catering@chapman.edu for approval. Please provide us with a diagram for large events or events which include detailed setup instructions.

Last Minute Events and Event Cancellations

Events requested with less than 3 days notice may incur additional charges. Please make every effort to communicate any changes regarding your event. If you do not contact us with a final count within 3 business days, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred and cannot be absorbed are subject to billing.

Event Payment

All catered events must have a secured payment before they occur. For our On-Campus clients the appropriate form of payment is the campus issued budget number. Non-University related groups are required to make arrangements with the Chapman University Events Management Department at the time of scheduling. Tax exempt organizations are required to submit a copy of their exemption within 3 business days prior to your event date for approval. Delivery outside the Campus will be subject to an offsite delivery fee. Please contact the catering department for details.

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided to you. Any missing or damaged catering equipment or supplies will be charged to your budget number at replacement cost. Depending on the size and nature of your event, specialty equipment may need to be rented. We can provide this to you at an additional cost. Decorative requests will require notice at least 7 days prior to your event. We will provide the linens needed for your food and beverage tables at no charge. If you would like linen placed on any other table please let us know so we can include that on your contract. Additional charges will apply.

China Charges

We provide eco-friendly serviceware unless otherwise requested. We offer high quality plastic products or china service for any event at an additional charge.

Floral Charges

We will be happy to handle designer floral arrangements for you. The price for the arrangements will be determined in accordance with your specific needs.

Food Removal Policy

Due to health regulations, it is the policy of Flavours by Sodexo and Chapman University that excess food items from events cannot be removed from the event site, therefore, to-go containers will not be provided. Items purchased for pick-up should be properly stored prior to the event and removed and disposed of by the host of the event.

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