Policies

RESERVING A ROOM

Please contact the Campus Events Office at least two weeks in advance of your event to book an available room on campus that is appropriate for your event. 410-778-7888.
Once you secure your room, please contact the Catering Office next if you are planning on having food at your event at 410-778-8989 or www.wc.catertrax.com. Washington College Dining Services has exclusive food service rights on campus and first right of refusal for events.

MENU PLANNING

Please let us know that you are in need of catering as soon as you are aware of your event. This will allow us time to provide appropriate staffing, to order linen if necessary and to offer the very highest quality product at the best possible cost to you. Events scheduled with less than 72 hours notice may be charged a late booking fee if items needed for your event are not in stock and current local market price is higher.

LINEN AND CHINA

A linen tablecloth will be provided for all delivered food and beverage unless otherwise noted. Quality, compostable paper and plastic disposables are provided for meals, receptions, breaks, etc. China is included at no extra charge for served meals inside of Hodson Hall Commons. On campus china service is available for most events outside of Hodson Hall Commons for an additional fee of $2 per guest. Specialty linens and higher end paper and plastics are available by request with appropriate time to order them.

GUARANTEES

Please let us know your final number of participants at least 72 hours prior to the event to ensure that enough food is prepared. If the final count is not received, we will consider the number indicated on the original order as the guarantee. The guarantee is not subject to reduction after the deadline and your billing will be based on the final guarantee. If the number of guests is higher than your final guarantee, we will charge accordingly.

Non Washington College Catering

External Groups should request catering information through Washington College Conference Services.

PAYMENT

Services may be paid by cash, check, or Washington College billing account. Please provide your departmental billing information when you initially book your function.
Non-Washington College groups booking events are required to pay 50% of their total event invoice on the day it is booked and the balance due 72 hours before the event at the same time final count confirmation is needed. All applicable sales tax will be charged unless a copy of your tax exempt status is given to us prior to billing

SERVICE FEE

Continental breakfasts, breaks and receptions are priced for self-service. Served meals and buffet meals are based on a 2 hour service period. If your event requires longer service periods or additional servers you will be charged $20 per hour per attendant.

BAR SERVICE

All bars require a Bartender for a minimum of 3 hours at $25 per hour. One bartender per 75 guests.
Washington College Catering offers bar service and follows the College Alcohol policy. The Catering Department understands and appreciates the particular challenges faced in trying to offer an event which includes underage students while offering alcoholic beverages to your guests of legal drinking age. If you require bar service for a Campus event, you will be required to fill out an application through the Director of Student Development including a written proposal outlining the procedures intended to restrict underage drinking with approval from Campus Security and Catering.
Please notify the Catering Department as soon as you know you will be having alcohol at your event. We will not provide alcohol service without two week notice and proper arrangements must be made with Campus Security.
Additionally, alcoholic beverages may not be served without food and non-alcoholic beverage options. Alcoholic beverages cannot be taken from the function area.

LATE ARRIVALS, CANCELLATIONS AND NO SHOWS

In the event your group will arrive later than scheduled, please notify the Catering Director as soon as possible. All cancellations of food service should be made no less than 48 hours prior to your event. Cancellations made less than 48 hours prior to the event are subject to charges to cover expenses incurred by Dining Services. If the agreed upon start or end time of your event changes by 30 minutes or more, additional labor charges may apply.

DELIVERY SERVICE

Standard delivery fees include set up, and return for clearing by our staff.
Off-Campus Delivery - Prior arrangements will need to be made with the Catering Director.

DIETARY CONSIDERATIONS

Washington College Catering is happy to accommodate special dietary requests for individual guests. We ask for three (3) days advance notice to ensure proper ordering of these items.

LEFT OVER FOOD

It is a violation of Maryland Health Codes to allow food to be packaged up after an event and taken off of the premises. Washington College Catering cannot provide containers for this purpose, nor can we allow food to be removed from buffets, receptions, or other events, even if less than the guaranteed amount of guests show up for Your event. Washington College Catering guarantees to provide enough food for the guaranteed amount of guests. Any remaining food is property of Washington College Catering.

Washington College Dining Services
300 Washington Avenue
Chestertown, MD 21620
410.810.5060