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 Jennifer Thompson, catering manager, at 434/544-8271 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 Ann Furrow at 434/544-8695.
Catering Request Form
All requests for catered events should be submitted electronically by filling out the Catering Request Form here. If you need assistance, please contact Jennifer Thompson, catering manager, at 434/544-8271. You must make your catering request no later than two weeks prior to the event. It is important to book your event well in advance so we can have ample time to accommodate your needs. We will make every effort to fulfill any last minute requests; however, we cannot guarantee we will be able to accommodate you. Any event booked less than two weeks in advance will be subject to an additional set-up fee.
Advertising Your Event
Please do not advertise your event until you have received confirmation from the calendar coordinator on your room request and from Dining Services on your catering request.
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 Jennifer Thompson, catering manager, at 434/544-8271 to discuss menu options and finalize the details of your event. An event confirmation form will be emailed 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:
SPECIAL DIETARY RESTRICTIONS:
Dining Services is committed to meeting the needs of guests who have special dietary restrictions. With a 72-hour notice, our chef is able to accommodate most dietary restrictions with an appetizing and healthful alternative to the main entrée.
VEGETARIAN MEALS:
Dining Services recognizes that many of our guests have chosen some form of vegetarian diet. We have developed our menu so that, in as many cases as possible, there are one or more options that are vegetarian.
CANCELLATIONS:
Cancellation of events must be made a minimum of 48 hours prior to the event. Cancellation of parties for which preparation has begun will result in billing for those expenses.
BILLING PROCEDURES:
For all Lynchburg College departments, a budget number is REQUIRED when submitting the Catering Request Form. After the completion of the event, your college account will be debited for the total cost of the event. Any billing questions can be directed to Olivia Downey at 434/544-8245.
EXCESS FOOD:
Due to Health Department regulations and College policy, 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. There is a nominal fee for any requests requiring the use of china outside of the Burton Student Center.
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.