Chartwells Catering Services at Carlow University is an extension of the on-campus dining program.  Our mission is to create memorable and unique experiences through food to bring people together and build lasting connections.  For groups both large and small, we aim to provide the best quality food and service. 

Carlow University staff and students have access to our online catering menu by logging in to our Carlow CaterTrax website, https://carlow.catertrax.com/index.asp.  All orders need to be submitted online through the Carlow CaterTrax website in order to fulfill catering needs.  Our Catering team is available to help guide you through the CaterTrax ordering system and assist in planning upcoming events.  Please contact us at 412.578.6165 during office hours, Monday-Friday 8:00am – 4:30pm.

CATERING HOURS OF OPERATION

Catering services are available for on-campus events Monday-Friday, 7:00am to 7:00pm and Saturdays 7:00am to 4:00pm.  Catering services are available on Sundays as pick up only.  **Please note that all catering service requested outside of standard operational hours are subject to after-hours fees.   

It requires an adequate amount of time to source, plan and execute campus wide Catering requests for all students, faculty and staff.  Therefore, we ask that both large and small events be entered a minimum of seven business days prior to the event date.  The catering department's regular business hours are Monday-Friday, 8am - 4:30pm.  **Catering requests placed within seven business days will be subject to a $15 late fee.  We understand that Catering needs may arise unexpectedly, and we will do our best to accommodate, but we cannot guarantee that we will be able to fulfill all late catering requests.   

MENU & GUEST COUNTS

Adjustments to the menu and guest count may be requested through the CaterTrax website.  A confirmed menu and guest count needs to be specified a minimum of three business days prior to the event.  This is considered a finalized menu and guaranteed guest count. 

CANCELLATIONS

We request that cancellations are made a minimum of three business days prior to the confirmed event date.  Events canceled within three business days will be issued an invoice for 50% of the total amount of the contract.  

AVAILABLE SERVICES

We provide a variety of services to fit individual Catering needs. 

On Campus Pick-Up:  Orders will be packaged and ready for pickup at our dining facilities in Tiernan Hall.  This type of service works best for small orders, beverage orders, students wanting to order a snack or meals on the go, and food ordered for the dorms and/or classrooms.  Events that do not meet the $100 minimum as well as all student catering requests are pick-up only.  

On Campus Drop-Off:  Orders will be packed, delivered and set up at the requested on-campus location.  Everything for this type of event is disposable.  The client is responsible for disposal of all food items, drinks, plates, napkins and cutlery.  If a food/beverage table is requested, disposable table covers will be provided.  This type of service works best for continental breakfasts, boxed lunches, sweets and treats, in classroom events, meeting rooms, dorms and for casual events.  

On Campus Event - Set up and Break Down:  Orders will be delivered and set up according to the customer’s request.  The catering team will use appropriate catering equipment, table covers and service ware.  At the requested end time, the catering team will break down the event, disposing of leftover food and drinks, and collecting all catering equipment.  Set up and break down events will include an 18% service fee and may require additional wait staff depending on the size and type of event.  This type of service works best for hot food orders, holiday parties, campus wide events, when hosting off campus guests, fundraising, and special events.

Off Campus Event:  Off campus events are for Carlow University employees hosting a university function offsite.  The Catering department will do everything possible to fulfill all off campus requests, but due to the limited size of Carlow's catering operations, we may have to contract out services from one of our catering partners.  All off campus events will incur a delivery fee and require wait staff.  Pricing varies.   Please contact the Catering department to discuss off campus catering needs.

FOOD SAFETY

All perishable food items provided by Chartwells Catering should be enjoyed within a two-hour time frame.  Please discard food that is not consumed or refrigerated within the two-hour window.  Chartwells Catering is not responsible for any food items that are transported to or from the event space. 

SERVICE STAFF

It is at the discretion of the Catering department to assess when an event requires service staff to ensure proper execution.  This may include, but is not limited to, seated meals, hot buffets, when alcohol is present, and events with a minimum of 40 guests.  Service staff is billed for a four (4) hour minimum to include set up, service and clean up.  Alcoholic beverages are permitted at staff only events and is the sole responsibility of the university.  Chartwells will provide bartending services but is not responsible for any alcoholic beverages prior to or after an event.

*Please review the following service staff guidelines and rates:

Wait Staff   $25.00 per hour
Bartender   $35.00 per hour
Captain   $40.00 per hour
Chef   $40.00 per hour
*Per University policy

SERVICE WARE & CHINA

Service ware is provided with all catering orders.  Disposable service ware is available at no extra charge.  High end disposable service ware, China, flatware, glassware and linens are available for an additional charge.  Pricing may vary.  

LINENS

Linens are available upon request for a rental fee and refundable deposit.  Pricing may vary.  Please contact the Catering department for more information.   

ROOM REQUESTS & TABLE SET UP

It is the responsibility of the event’s point person to contact Carlow University’s facilities department to request the number of tables needed for catered events.  The room set up also needs to be communicated to facilities prior to the event.  The catering department is available to assist in determining the number of tables needed for food and seating for each event, as well as appropriate set up of the space prior to submitting a request through facilities.  Catering staff is unable to move, add or adjust tables and seating on the day of an event.  Please contact the Catering department directly for assistance.