Arrangements

Booking Procedures

For booking facilities at Southwestern contact the Riley Center at ext 2440. Food arrangements may be made by contacting the Riley Center Event Coordinator assigned to the event.

All food services for events on campus must be provided by Southwestern Dining Services with the ex-ception of Wedding Cakes. Without prior written approval for the use of food-products provided by an entity other than Southwestern Dining Services, including personal, the contracted event will be billed for the equivalent food-product as prepared and priced by Southwestern Dining Services. The use of outside caterers may only be authorized by the Director of Southwestern Dining Services and must be requested in writing.

Foodservice arrangements should be made 3 weeks prior to the event to ensure the availability of product. Late reservations may limit selection of product based upon availability. By providing the requested advance notice, there will be increased quality in planning, availability, and organization of the event.

If you desire any special colors of linen or napkins at your event, Southwestern Dining Services requires at least 3 weeks advance notice, so that your linens are guaranteed to arrive on time. Standard colors are black napkins on white linen for dinner tables and white linen with black skirting on service tables. Alternate colors (with the exception of navy napkins) will incur the following charges: $0.50 per person for special-colored linen or napkins only; $1.00 per person for special-colored linen and napkins. For a list of color options, please speak to a Riley Center Event Coordinator.

When booking an event, please provide the estimated number of guests. The final guarantee for the event is due by 10:00 a.m. (CST/CDT), 3 business days prior to the event. The event contract will be billed on the guarantee given or the number of guests served, whichever is greater. If a guarantee is not submitted by 10:00 a.m. 3 business days prior to the event, the estimated number will become the final guarantee.

The number of requested meals may be decreased up until the day of your event, but any decreases made after the 72 hour deadline will not result in any refunds from your total bill.

Dining Services will make every effort to meet menu changes requested within 3 business days of the event; however, Southwestern Dining Services cannot guarantee last minute menu requests.

In addition, event changes made within 3 business days prior to the event will be charged a Late Service Fee. This fee is accounted for as follows: changes made less than 72 hours but more than 48 hours will incur a 25% fee; changes made less than 48 hours but more than 24 hours will incur a 50% fee; and changes made less than 24 hours will incur a 75% fee. This percentage will be calculated from the changed items only, in addition to any standard costs incurred by the requested change (e.g. changes to the number of meals required, type of meal, and any specialty items that are requested). The client will be required to pay for any additional service fees incurred for the requested changes.

Also, please remember, Southwestern Dining Services cannot guarantee any changes made after 72 hours. Southwestern Dining Services reserves the right to waive or add additional fees as necessary to cover the cost of special requests made after the 72 hour deadline. 

Pricing

Southwestern Dining Services rates are based on standard events occurring at SWBTS. All meal prices are per person. Plated meals must have a minimum of 12 guests, and buffets require a minimum of 25 guests. Events not meeting the minimum amount will be charged for the minimum guest counts. Buffet meals and boxed meals may be served as plated meals for an additional charge that will be given upon request.

For all events (except plated meals or buffets) additional linen and disposable charges will be incurred. This charge will vary dependent upon the number of guests and amount of food ordered.

For an additional fee, special equipment may be added to enhance the appearance of the event. All pricing is subject to change but may be guaranteed for a contracted event up to 12 months in advance. For up-to-date pricing, please contact an Event Coordinator at 817-923-1921 ext 2440.

Meal, Break, & Reception Times

The standard event is scheduled to run 2 hours. If you desire/require more time, a Time Extension Fee will be added to your final invoice. Similarly, in the event that your program extends unexpectedly beyond the scheduled time, a Time Extension Fee will be assessed. Please note that food & beverage service is restricted to a 2-hour window even if the accompanying program is extended. Likewise, all menus for breaks and receptions scheduled to extend beyond 2 hours must be approved by Southwestern Dining Services.

Cancellation Policy

Should the client cancel an event, Southwestern Dining Services must be notified at a minimum of 72 hours prior to the event. If cancellations are made after this time period, any expenses incurred prior to receipt of notice may be billed. In case of inclement weather or unforeseen circumstances, the event may be rescheduled but will not be refunded.

Billing

Charges for food will be added to the event contract and billed by invoice. Tax-exempt groups are required to provide federal tax identification numbers or a current Texas state sales tax exemption certificate to avoid being charged state sales tax.

Leftover Policy

For the safety of guests, Dining Services requests that leftover food items not be carried out from an event. Southwestern Dining Services will not provide any to-go packaging and will not be held liable for any injuries or other damages that may result from improper storage or handling of food taken off the premise in violation of this agreement.

Dietary Accommodations

Special dietary accommodations may be made for vegetarian preferences and food allergies. For dietary accommodations, please contact an Event Coordinator at 817-923-1921 ext 2440.