Policies and Procedures
Contact: Jana Sanchez | 503-977-4316 | FAX: 503-977-4233
Billing and Signed Contracts
Campus departments and student organizations with PCC budget codes will place orders directly through the catering department using the Catering Order form. The department ordering food will need to sign and return the Food Service Authorization prior to their event.
Events that are honored prior to receipt of the signed Food Service Authorization will be billed an additional $25.00 processing fee. Food Authorizations that remain incomplete five working days following the event may have further late charges applied increasing weekly.
Catered events that are not affiliated with PCC will require a signed contract and 50% deposit 2 weeks prior to the event and final payment due 2 weeks after the final invoice.
The Food Service Department has the exclusive right to provide food and beverage services when using a college facility. Use of an off site caterer is prohibited unless approved, in writing, by the College Director of Auxiliary Services. If approved, an off-site caterer is required to complete a Food Service Vendor packet which requires proof of insurance and county health department certification.
Room Reservations
On the Sylvania Campus Fir, Elm and Oak room reservations must be coordinated with the District Food Service Department at 503-977-4316 (all other reservation contacts are listed under Planning Your Event)
A $50.00 minimum food service order per room, per four hours is required to reserve any of these rooms.
Deliveries, Pick-ups and Minimum Orders
All equipment picked up or delivered from the catering department is the responsibility of the customer. Removal of any serving equipment will incur necessary charges and will be added to your final bill. Delivery and pick-up will occur according to the schedule that was arranged. If there are extra deliveries or pick ups there will be an additional charge of $20.00 each.
Services under $50.00 are not available for delivery and must be picked up at the campus dining center catering department.
Any deliveries made crossing a public street will have an additional charge of $25.00.
Final Guest Counts
When placing a catering order, please provide an estimated guest count reflecting the realistic number of guests that you will anticipate to attend your event. A guaranteed final guest count is due five full business days prior to your event excluding holidays.
Catering will be prepared to serve 10% over the final guest count to accommodate last minute guests for a buffet or plated entrée only. Billing is based on the number served by the Food Service Department if it exceeds the final guest count supplied by the customer.
Any guest counts that are increased after the final guest deadline date, and can be accommodated by our catering department, will be subject to additional charges of $2.00 per person.
Cancellations
Events or menu items may be canceled anytime prior to seven days (excluding holidays) before the event with no charge.
Event or menu items canceled less than seven days (excluding holidays) before the event will result in a $50.00 processing fee.
Orders canceled within 24 hours of the event are subject to 100% charge for all items ordered. We do understand that last minute cancellations are occasionally unavoidable. We will work with you to minimize those charges.
Food Holding and Leftovers
All perishable food will be held for two-hours before being removed by our food service staff.
Due to health regulations, perishable leftovers may not be removed from the event site. PCC will not be held responsible for food items removed without our knowledge or prior consent.
Special Diets
Special diets ranging from vegetarian, vegan, lactose intolerant and specific food allergies can be accommodated. Please discuss these options when making your catering arrangements. There may be an additional charge for some special diet needs.
Location Set Up
Food Services will make arrangements for the buffet tables only when catering services are provided at a location other than the Fir, Elm and Oak rooms.
When reserving the Fir, Elm and Oak rooms it is the responsibility of the client to make arrangements with food services on what their seating arrangement will be when necessary.Tables in the Fir, Elm and Oak rooms cannot be removed from any of these locations, but additional tables may be added to give additional seating capacity.
The Service Request Center and Audio Visual Department contact information is available when making your catering reservations.
Off Campus Catering
Most of our menu items can be ordered to go and are available for pick up basis on any occasion. A delivery charge of $50.00 will be assessed within a 3 mile radius of the Sylvania campus once an event has been approved by the Director of Food Service.
Weekend Catering
Any request for weekend or evening catering is based on advanced booking and must be approved by the Director of Food Service. Weekend services may require additional service fees at a prevailing rate. Call for your quote.
Custom Rental
Food Service does supply white linen tablecloths for the food serving tables only at no charge. Food Services will coordinate the rental of linens for the seating tables however they must be ordered two weeks in advance of the event and the cost will be reflected on your final invoice. If food service is unable to provide a specific color of linen the client may choose to rent them on their own.
Custom Menus
We can customize any menu to fit your needs or we can create a custom menu that will suit your tastes and budget. You can mix and match any menu items however allow catering one-week to provide you with a cost for the custom menu. We can also create a menu to match a theme for your event or use a special family recipe if you provide it for us well in advance. We strive to make your event a success in any way that we can!