Planning your Catered Event at Lynchburg College
Lynchburg College caters numerous events at various locations on campus.
OFF-CAMPUS GROUPS/ORGANIZATIONS:
Off-campus groups and organizations should contact the College's catering manager at 434/544-8630 to discuss and customize your event.
STUDENT GROUPS/ORGANIZATIONS:
Student groups and organizations should contact the Office of Student Activities at 434/544-8254 for assistance in planning your event.
FACULTY AND STAFF:
LC faculty and staff should follow the steps below when catering services are needed.
Room Reservations
The process of confirming space availability and the reservation of rooms is done electronically. Please review the College's Calendar of Events to determine if the space you are requesting is available. Go to http://www.lynchburg.edu/lconline/calendar.html
If the space is available, proceed with your request by reserving the room electronically. To do this, go to http://ww.lynchburg.edu/roomrequest.html
If the space is NOT available, please determine what alternative space is available before proceeding. If help is needed in determining an alternate location, please contact us.
Deadline for Finalizing Details
Two weeks prior to your event, all event details and menu development must be finalized with Dining Services. This will allow the staff sufficient time to make purchases and determine the necessary staffing arrangements.
Please contact Laurel Miller, catering manager, at 434/544-8630 to discuss and finalize the details of your event. Please have the following information available when you call:
Events that are not finalized within the two week timeframe will be subject to Dining Services' ability to provide the requested service in addition to a $25 minimum service fee.
An event confirmation form will be sent to you outlining the details of the arrangements you have made. Please review this form carefully and call us immediately if you would like to make any changes.
Deadline for Guaranteeing Number of Guests
A guaranteed number of expected guests must be provided three working days prior to the event. Once a guaranteed count is given, charges will be invoiced on the guaranteed number or the actual number of people served, whichever is greater.
Dining Services reserves the right to move groups to a room more suitable if the anticipated attendance increases or decreases.
Special Information
DECORATIONS:
You may wish to consider the addition of flowers, candles, centerpieces and/or other special items to enhance the appearance of your special event. To ensure the aesthetic nature of the room for future guests, you are welcome to decorate your room using the following guidelines:
VEGETARIAN MEALS:
For served meals, we offer an alternate menu entrée if requested. Requests for alternate menu selections must be made at the time of the event guarantee (72 hours prior). Vegetarian entrées are the same price as the selected entrée.
CANCELLATIONS:
In the event of a cancellation, notification is required a minimum of forty-eight hours prior to the event. If a cancellation is made after this time period, any expenses incurred by Dining Services may be billed. In the event the College closes due to weather conditions, all scheduled catered events are cancelled.
EXCESS FOOD:
Due to Health Department regulations and College liability, customers cannot remove food or beverages not consumed during an event catered by LC Dining Services from the event site. Dining Services prepares a small percentage of food above the guarantee in order to provide adequate quantities. On deliveries, we provide increased quantities of beverages and supplies over the number guaranteed in order to offer adequate variety. The remaining beverages and supplies should not be removed or additional charges will be assessed.
SERVICES PROVIDED:
China, glassware, silverware, and linens are included in the cost of your event. Paper products will be used for deliveries and pick-ups and whenever these items are agreeable to both the customer and Dining Services.
EXCLUSIVITY:
Lynchburg College Dining Services caters all food and beverages served at the College. Other individuals or catering firms may not bring food and beverages into Lynchburg College campus facilities.