Policies

Plan Your Event

Welcome to the Gathering by Chartwells! Our mission is to provide you with exceptional quality, exceptional service and a creative cutting-edge culinary experience. Please fill out a form at http://apps.elmhurst.edu/scheduling-request/default.aspzx to determine room availability and other pertinent information such as your menu, audio/visual needs and basic room arrangements. This will ensure that your room is reserved and will help facilitate the process in getting your catering needs met. The Elmhurst College Office will enter your reservation in the system and assist you with coordinating your event. When entering the event order, please provide an estimated guest count. All event details (with the exception of the final guarantee) should be arranged a minimum of 2 weeks prior to the event. Our professional staff is available to assist in planning your special event Monday-Friday 9:00am - 5:00pm. Please contact our Catering Sales Team at 630-617-3437 for customized service and menus. The pricing quoted in the catering menu is based upon the per-person or events described therein. Based upon the nature of the event, there may be additional charges or fees that will apply. For further details concerning these fees and event information please contact the catering office.

Guarantee Number

Our policy requires a final guarantee (5) business days prior to your scheduled event, and may not be decreased once confirmed. The guarantee will provide the count for minimum billing unless the number present exceeds the guarantee figure. In the event the guest count exceeds the guaranteed number on the day of the event, we will make every effort to accommodate your guests. Please inform the Office if your anticipated guarantee is significantly different than your estimate.

Confirmation/Billing

Confirmation and account numbers are both necessary prior to your event. Upon completion of your event, a final invoice will be sent to you by email. Please verify the charges and account number and return it to donnas@elmhurst.edu in the Financial Affairs office.

Cancellations

If you need to cancel your plans, notice is required (3) business days in advance of your event. If you cancel your event less than (3) working days in advance, you will be charged for any expense already incurred. Should it be necessary for you to cancel the day of the event, you will be charged at full cost.

Late Orders

Elmhurst College Catering will do its best to work with clients for any last minute requests; however, menu items may be limited based on availability. If scheduling an event less than 48 hours before the start of the event, a 10% late charge may be added to the final bill.

Dietary Requests

Please let us know of any special dietary requests (vegan, vegetarian, Gluten Friendly or other allergies) and we will do our best to provide reasonable accommodations with prior notice.

Food Policy

Food safety and sanitation is a top priority for us. Any unused food remains the property of Elmhurst College Catering and cannot be removed from an event in accordance with state health regulations. All condiments and disposables also remain the property of Elmhurst College Catering.

China Service

Any delivery event which requests china service outside the Frick Center will incur an additional charge of $1.50 per person for the china for the event.

Linen Service

Cloth linens are used for meals and informal beverage services. Food, beverage and bar tables will have cloths and skirts at no charge. Guest tables for served and buffet meals will have linen provided at no additional charge. Tables which might be subject to added linen fees include, but are not limited to; gift, cake, display, nametag tables. Any specialty linen must be requested in advance and will incur additional charges. Linens will be charged as follows: Tablecloth $6, Navy Drape (when available) $8 or Cloth/Skirt $11.75

A/V Needs

Elmhurst College Office must be notified of any special services such as AV needs, electrical connections, table and chair set-up, staging etc. The client will be charged at the prevailing rate. Please request all AV needs when reserving a room and setting up the event at http://apps.elmhurst.edu/scheduling-request/default.aspx. For information regarding fees, please contact the Scheduling Coordinator at 630-617-3090.

Liquor Laws/Bartenders

Any event that request beer or wine must procure the necessary permission from the Financial Affairs office. Elmhurst College Catering is the sole provider of alcoholic beverages. No alcoholic beverages are permitted to be brought in from an outside source. A fee of $50 per hour per bartender will apply to all events. An additional hour (30 minutes pre and post event) will be added to the service hours for all events requesting a bartender.

Exclusivity

Chartwells hold exclusive food and beverage rights on the Elmhurst College campus unless permission is obtained from the Director of Dining Services at 630-617-3183.

Elmhurst College
190 Prospect Ave.
Elmhurst, IL 60126
630-617-3437