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Planning Your Special Event at UTHSC

Booking Your Function

We look forward to introducing you to our online catering booking program – CaterTrax!

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 sales specialists are here to assist you with your event planning details, and you may contact them by phone at 901-448-5626 or through email at sharica.payne@sodexo.com.

Facility Reservation

Room reservations are made with the building manager of your event location. Please allow three hours before and after your guest arrival and departure to allow sufficient time for catering set up and clean up for full service affairs. Guest tables and chairs, foodservice tables, audio visual equipment and trashcans are requested through the event facility when booking your space. Please ensure that doors are unlocked to avoid delay of setting up your event.

Food and Beverage

We are here to help!  We offer a wide range of catering options to fit every budget.  This menu is provided to bridge services as our Flavours menu is finalized.  Our catering brochure will include fresh, contemporary menus that represent a starting point; our commitment is to customize, envision and deliver an unforgettable experience for you and your guests.

To allow for proper planning, please contact us as soon as your date is selected. You may speak directly with our catering sales specialists who will meet with you to plan a memorable event!

 

Guest Counts and Menu Changes

Your event is booked with an attendance estimate. Guaranteed guest counts and event changes are provided 3 business days prior to the event. Guest count changes made within 3 days of the event are subject to availability of product. Cancellations made within 24 hours of the event will result in a charge of 100% of the total bill.

If no guaranteed attendance is provided, your estimate serves as your guarantee. At the conclusion of your event, you will be billed for the guarantee number, or the actual guest attendance, whichever is greater.

Delivery

Standard deliveries and pick ups are made at your convenience.  Please allow 30 minutes before and after your guest arrival and departure for delivery and pick up.  Please arrange for building and room availability prior to your event. 

There is a $25 delivery service charge for all events under $100 and/or events that are held at off Campus locations. 

Payment

An approved University of Tennessee account number or other approved payment is required to confirm delivery of your event. We accept Visa, MasterCard, cash, and checks. An approved UT account number or 50% deposit is due one week prior to your event. The remainder of your bill plus any adjustment is due at the close of your event; UT events are billed weekly net 30 days, non UT events are to be paid in full by the close of the event. Sales tax will be applied for all non exempt groups. A tax exempt certificate must be supplied to the catering office one week prior to your event date.

Event Amenities

We can be of assistance in many areas of service to enhance your event including floral arrangements, balloons, gift baskets, ice carvings, and entertainment. We offer a wide variety of specialty linens, tables, chairs and décor options.

China

High grade plastic or eco friendly service ware is provided as standard for all of our events. University china, silver and glassware are provided complimentary for University served lunches and dinners. Due to limited availability, complimentary University service ware is distributed on a first come, first served basis. Rental fees will apply once complimentary stock china is exhausted.

Additional labor fees apply to all china events. 

Specialty china, silver and glassware are available for rental at an additional cost based on your selection(s). 

Linen

Our signature service includes complimentary linens for all food service tables.  Complimentary table linens accompany all plated breakfasts, lunches and dinners. Linens do not accompany disposable orders such as pizza and boxed lunches. 

Linens for guest tables can be rented for an additional fee when accompanying a catered meal package.  Linens can also be rented for non-food events. 

We are happy to accommodate your décor theme; please discuss linen colors when booking your event.  Specialty linens and fabric swatches can be provided from our catering sales specialists; linen rental fees will apply. 

Service Staff

Service staff is provided complimentary where indicated and is based on an event two hours in length. Additional service staff is billed at $25 per hour per attendant with a minimum of four hours.

Catering Equipment

We offer a full range of catering equipment to provide a professional image while serving your event. A quote for rental equipment can be provided for any service items not available through our department. All event equipment must be picked up at the conclusion of your event. A replacement cost charge will be assessed for any missing equipment.

Floral and Décor Services

We are happy to order, receive and handle floral and décor requests. A quote will be provided based on your décor preferences.

Pricing

Prices are subject to change based on meeting guest minimums and product availability.  Prices reflect services available during normal business days in accordance with the university calendar.  Please contact the sales office for pricing for events held on University holidays and breaks. 

Changes and Cancellations

All changes or cancellations referring to the menu, guest count or event arrangements must be confirmed three business days prior to the event date; a revised catering event order confirms your revisions. All cancellations made with less than three business day’s notice may be charged for any food and labor that have been committed to the event. Cancellations made within 24 hours of the event will result in a charge of 100% of the total bill.  If the University closes due to inclement weather, all catering events are automatically cancelled.

Sustainable and Organic Menus

We are proud of our stewardship in providing The University of Tennessee Health Science Center with fresh and tasty organic and sustainable offerings.  Please discuss your menu preferences with our event specialists; a quote will be provided for a chef designed menu focusing on local, seasonal ingredients.

We look forward to serving you!

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