Booking Procedures
For booking facilities at Southwestern Baptist Theological Seminary 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 the Riley Center at Southwestern with the exception of Wedding Cakes. The use of outside caterers may only be authorized by the Assistant Director of Events and must be requested in writing. Without documented approval to utilize food products not prepared by the Riley Center, the contracted event may be billed for the equivalent food product as prepared and priced by the Riley Center. 

Guest Counts & Food Order Timeframes
Food service 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.

When booking an event, please provide the estimated number of guests. The final guaranteed number for any function related to the contracted event is due by 10:00 a.m. (CST/CDT) on the third business day prior to the start of the overall 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. on the third business day 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 function, but any decreases made after the 72 hour deadline will not result in any refunds from your total bill. The Riley Center will make every effort to meet menu changes requested within 3 business days of the event. However, late notice menu requests cannot be guaranteed. 

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 adjusted items only. The client will be required to pay for any additional service fees incurred for the requested changes. The Riley Center 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 & Food Quantities
Riley Center rates are based on standard events occurring at SWBTS. All meal prices are per person. Plated and boxed meals must have a minimum of 12 guests (unless otherwise noted) and buffet meals 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.

Buffet meals are priced to account for a single trip through the buffet line, and industry-standard portion sizes are used to calculate prices and quantities prepared. Therefore, the quantity of plate provided will correspond to the quantity of buffet meals ordered. The buffet meal is not an all-you-can-eat function. 

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 function is scheduled to last 2 hours. If you desire or 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, the 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 the Assistant Director of Events.

Linen Colors
If you desire any special colors of linen or napkins at your event, Southwestern Dining Services requires at least 4 weeks advance notice, so that requested 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 will incur the following charges: $0.50 per person for alternate colored linen or napkins only; $1.00 per person for alternate colored linen and napkins. For a list of color options, please speak to a Riley Center event coordinator. 

Cancellation Policy
Should the client cancel an event, The Riley Center must be notified at a minimum of 72 hours prior to the scheduled start of 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.

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, The Riley Center requests that leftover food items not be carried out from an event. The Riley Center 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.