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Planning Your Special Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special function.

Arranging and Reserving a Date

Even if the date or guest count of your event is only tentative, please notify our catering sales office of your event so that we can make preliminary plans to ensure a memorable occasion. Our catering specialists are here to assist you in person with
your event details or you may order online at auroracatering@catertrax.com or by phone at (630) 844-5784 Our Catering Sales office is located in the Alumni Hall just outside the University Banquet Hall (UBH) in the Foyer.

Reserving a Location

You need to have a confirmed reservation for the location before we will be able to make deliveries. Tables, chairs, and other equipment will need to be arranged by you through your room reservation. Physical Properties handles all set ups. To
reserve a room for an event please contact the Aurora University Receptionist at x7800.

Booking/Planning an Event

Contact the catering department at least ten days before the event at (630) 844 5784 or online at auroracatering@catertrax.com or stop by our office located In the Foyer of University Banquet Hall. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Catering Manager. This is the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions and to determine which of our services best fit your needs. The office hours are Monday through Friday, 8:30 AM to 4:30 PM. We are closed on some holidays.

Event Confirmation and Guarantees

After we have finalized all the details for your special event, you will receive a confirmation sheet to be signed and sent back to us. We ask that you ensure that we have this signed guarantee 3 business days before your catered event. This
confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.

Payment

All catered functions will be billed directly to Aurora University to the account provided by the client.

Changing/Cancelling an Event

All cancellations and final changes must take place at least 2 business days before your function. If you do not contact us with a final count within 2 business days, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed.

Delivery Fees

There is no delivery fee for catering services on the main campus. All deliveries, set up and clean up will be handled by Aurora University Catering Student Servers.  Fees will be applied for the transportation of food and equipment to satellite locations and off premise venues.

Attendants

To ensure that your event is a success, we employ and train Aurora University Students as Catering Servers. Servers will be provided for all served meals and some buffets. Most events require one hour of set up time, the time of event and one hour of clean up..

Service Staff

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one Aurora University Student Catering Server for every 25 guests. Served meals are staffed with one Student Server for every 2 tables.

Catering Equipment

Aurora University purchases and owns all china and equipment used at all catered events. As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering
equipment or supplies will be charged to your account at replacement cost.

China Charges

Our Catering Department provides Aurora University owned china for all events at no additional charge. Eco-friendly service-ware is used for events hosted in classrooms and to-go items.

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests an additional fee will be determined in accordance with your specific needs.

Linens and Skirting

We will provide linens for buffet tables at no charge. If you would like linen to be placed on guests tables for receptions, breaks, meeting tables and boxed lunches, please request. Registration tables, name tag, head tables, and any additional table that will not be directly used for setup is $10.00. Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Sodexo Catering Department that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed
of by the host of the event.

 
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