Catering Guidance

Takeda Covington Campus

1. Introduction

1.1 Purpose: This Catering Policy has been established to outline the guidelines, procedures, and expectations for catering services provided by Covington to its valued clients.

1.2 Scope: This policy applies to all catering activities conducted by Covington and serves as a reference document for our clients and the catering team.

2. Standard Catering Services

2.1 Ordering: Clients interested in our catering services can start the process through Online Ordering, with a 48-hour notice required for all orders. Clients are encouraged to provide all necessary event details, including date, time, location, estimated number of attendees, and dietary restrictions during the booking process.

2.2 Catering Options: We offer a diverse range of catering options, including breakfast, lunch, snacks, dinner, and beverage services.

2.3 Any caterings that are not within the booking window need to be submitted via the catering request form and emailed to cafe061901@guckenheimercafes.com.

3. Special Events

3.1 Ordering: To arrange for specialized event coordination beyond standard services, contact Covington Catering at least 3 weeks prior to the scheduled event.

• This includes, but is not limited to, customized menus, special vendor requests, large outdoor events, and groups larger than 150.

3.2 Any event over 50 people may incur a labor charge if needed to execute the event.

4. Dietary Accommodations

4.1 Special Dietary Needs: Covington is committed to accommodating special dietary needs and preferences. Clients should inform the Catering Team of any dietary restrictions among their guests during the planning stage.

5. Pricing and Payment

5.1 Cost Estimates: Clients will receive detailed cost estimates from the Catering Team, which must be reviewed and approved before proceeding with catering services.

5.2 Payment: Invoices will be generated for payment at the time of booking. Payment will be charged within 24 hours of the event.

5.3 If the customer is paying with a purchase order, the purchase order number is required 24 hours prior to the event, or the default credit card will be charged.

5.4 If the customer is paying with a purchase order, a signed copy of the Cater Trax quote along with the purchase order number needs to be submitted to the café 24 hours prior to the event.

6. Service and Presentation

6.1 Service Standards: Our dedicated catering staff will ensure that all catering services are provided with professionalism, including timely setup, courteous service, and adherence to agreed-upon schedules.

6.2 Presentation: Meals will be presented with attention to detail, appealing visuals, and hygienic practices, in line with Covington's high standards.

6.3 Requests for catering supplies need to be placed via the Cater Trax form before any supplies are given out. On the form, please notate the time items are to be picked up and the estimated time of return.

7. Changes and Cancellations

7.1 Changes: Any changes to event details, such as guest count or menu alterations, should be communicated to the Catering Team within 24 hours of the requested delivery.

7.2 Same Date Changes: Any same-day changes are subject to availability and may alter the requested delivery time.

7.3 Cancellations: Clients who need to cancel catering services should provide notice to the Catering Management Team as early as possible. Cancellation fees may apply to services canceled 24 hours prior to the set event date and time.

8. Client Feedback

8.1 Feedback: We value client feedback as it helps us continually improve our catering services. Clients are encouraged to share their comments and suggestions with the Catering Team.

Covington Catering Team
October 2024