Policies

Thank you for choosing Chartwells Catering Services at Arkansas Tech University for your upcoming function. Whether your plans call for a small reception or a gourmet dinner our experienced Catering Director and Team will work with you every step of the way to meet all of your expectations.
We have created a selection of popular menu items but are more than happy to help you customize your menu to fit your needs and or budget.
The following list of guidelines will help ensure that we deliver the best possible service to you and your guests. If you have any additional questions or concerns please contact our office.
We look forward to planning all of your catering and event needs.
Nicolle Jarvis
Director of Catering
479-968-0279 or 479-264-9795
Todd Nixon
Senior Director of Dining Services
479-498-6033

ROOM RESERVATIONS

The first step in planning your event is booking a room. We offer two dining area that are available upon reservation. You may choose to have your event in another building on campus or even off – campus. Regardless of the location, we will be happy to work with you once your room reservation has been made. For room reservations contact our catering department at 479-968-0279. For room reservations throughout campus contact Student Services at 479-968-0239.
Be sure to specify any special needs and the room requirements (such as table and chair arrangements, AV equipment needs, etc.) that you will be needing for your event at the time of reserving the room.

ROOM RENTAL

OFF CAMPUS GROUPS: Room Rentals are $500.00 for a three (3) hour event. There is a charge of $87.50 for each subsequent 30 minute period. All food must be ordered and catered through Chartwells Catering. Outside catering is not permitted.
ON CAMPUS GROUPS: For events longer than 4 hours there will be a charge of $175.00 per hour. Room Rental Charges maybe charged if your food invoice is less than $500.00.

MENU PLANNING

In order to ensure that your event is perfect, please confirm your food and beverage arrangements at least 7 working days prior to the date of the event. This allows us time to provide appropriate staffing, supplies and to offer the very highest quality product at the best possible value to you. Events scheduled with less than 72 hours notice may be charged a late booking fee.
For events requiring more detailed menu selections, such as luncheons, dinners and larger groups please reserve the date with us at least two weeks in advance. This will ensure our availability and help us to customize a menu to suit your needs.

GUARANTEES

Guaranteed count is due 72 hours prior to your event. This number is not subject to reduction. If final count is not received, we will consider the number indicated on the original order as the guarantee. Charges will be applied accordingly for additional guests.

OFF-SITE CATERING

The primary purpose of the Chartwells Catering Department is to provide outstanding services for the Arkansas Tech University. We enjoy working with groups outside of the college as well. Please contact our catering department for more information at 479-968-0279.

PAYMENT

Services may be paid by Check, Credit Card, Debit Card or Tech Billing Account. Off Campus Groups are required to provide a 50% deposit a week before their event and payment in full is required 24 hours prior to the event.

SERVICE FEE

Continental Breakfasts, Breaks and Receptions are priced for self –service. Events are based on a 2 hour service period. Events including served meals and buffets requiring longer service periods or additional servers will be charged a fee of $15.00 per hour per attendant.

FLOWERS, LINEN AND CHINA

We will be glad to order special floral arrangements or decorative requests for an additional fee. White Table Linens will be provided for all events held in the West Dining Hall for all food, beverage and dining tables. Linen and skirting is available for any other tables for an additional charge and request must be made in advance.

SERVICE WARE

Quality disposable products are supplied for receptions and breaks. China is included at no extra charge for all buffets and served meals in the West or East Dining Halls. China Service is available for any event outside of Chambers for a minimum number of guests and an additional fee.

LATE ARRIVALS, CANCELLATIONS AND NO SHOWS

In the event that your group will arrive later than scheduled please notify the Catering Director as soon as possible. All cancellations must be made 24 hours prior to your event. Cancellations made less than 24 hours prior to the event are subject to charges to cover expenses incurred by the Dining Services.

DELIVERY FEE

This fee includes all the time spent organizing and packaging china, silverware, linens, paper products and all items needed for the event. For coffee breaks or receptions it also includes the time spent preparing and packing the coffee, juices, baked goods, etc. for proper service. This charge also include the cost of the catering staff returning to clean up after an event. Off campus events are subject to a delivery fee based on the travel time from campus along with a mileage charge.

LEFT OVER FOOD

It is the policy of Chartwells Catering that the food leftover from buffets are not permitted to be taken from the premises. Chartwells Catering is not permitted to supply containers for this purpose. Chartwells Catering guarantees to provide enough food for the guaranteed amount of guests. Remaining food items are the property of Chartwells Catering.

PRICES ARE SUBJECT TO CHANGE

Chartwells Catering
8807 Tech Lane
Russellville, AR 72801
Catering 479.968.0279
Main Office 479.498.6033