Policy

Carved and Crafted Catering

Policies and Procedures

Our team of professionals is here to support you every step in planning your special event. We are available Monday through Friday from 8:00 am to 5:00 pm. Feel free to reach out to our office at 805-437-8905 for personalized assistance. Please take a moment to read through our policies:

Planning Your Event

To ensure your event is everything you envision, we kindly request you book at least five business days in advance. However, we understand that sometimes plans change unexpectedly, and we will do our best to accommodate your needs. A 10% late fee will be added to events booked with less than 5 business days in advance. There is a $100 food and beverage minimum for catering deliveries. Hot buffets have a minimum of 15 people. For events held at the boating center there is a $250 minimum. For off-site events, there will be a service charge added.

Event Timing

Our structure is based on a four-hour event increment, allowing for ample time for setup, service and cleanup. Events exceeding this timeframe will be subject to an additional $30 per hour service charge. We allocate a two-hour service time for meals and receptions. For food safety reasons, we must remove all perishable foods items within 2 hours of the start of the event. Clients are not permitted to remove any perishable items at the end of an event. Nonperishable items (baked goods, fruit, etc.) may be taken. However, arrangements must be made by the client as we do not provide to-go containers.Our platters, baskets and other equipment are the property of Chartwells and may not be removed from the event. Any missing equipment will be billed to the host of the event.

Guest Counts

Please provide us with the final guest count three business days prior to your event to ensure a seamless experience for all attendees. If you have selected a plated meal option with personalized guest selections, we will request a seating chart, along with menu cards indicating the entrée preference.

Service Charge

Our Catering Staff will deliver your order and set up the catering service. A service charge of 10% of food and beverage cost will be added to all on-campus clients, while external clients will be charged a 20% service fee. At the scheduled end of your event, we will return to pick-up service pieces and clear the food &/or beverage(s). Serving staff are not present during the event. If you would like service staff to be present, they are available for an additional service charge. The service fee is waived for any order picked up at Island’s Kitchen.

Billing & Payment

To streamline the process, we kindly request payment information be provided at the time of booking or five business days prior to your event. Internal clients can submit final invoices to AP through the usual process, noting direct pay rather than the PO on workflow front sheet.

Special Dietary Needs

Your guests’ dietary preferences are important to us. Please inform us of any special dietary requirements as soon as possible, and no later than three business days prior to the event. Our culinary team will work diligently to accommodate these needs. Please note, our kitchen is NOT an allergen free zone.

Alcohol Policy

All catering clients must adhere to CSUCI’s alcohol policies (Policy #SA.03.003). Our bartenders are TIPs trained and authorized to close a bar at any time at their sole discretion. If you are serving alcohol on campus, you must complete the 25Live form at least 30 days prior to your event to receive the necessary campus approvals for a liquor license. Chartwells, the university’s contracted dining services provider, holds a campus alcohol license and is now authorized to provide alcohol service for on-campus events.

Meeting Room and Equipment

The client is responsible for booking all non-food-related equipment needs, please contact University Events at events@csuci.edu to coordinate room reservations, setup, audiovisual equipment and other requirements. As there are multiple buildings on campus, please confirm your space, guest counts and event details with both facilities and catering. To book the Private Dining Room (PDR) or Semi-Private Dining Room in Island Kitchen, reservations must be made through 25Live. Please note: to enter Island Kitchen and access the PDR or Semi-PDR, each guest must either pay for a meal at the front of the venue or arrange for meal payment in advance using an approved accounting string through Chartwells.

Serviceware and China

For your convenience, disposable serviceware is provided with all orders to accommodate the guaranteed guest count. High quality palm ware is also available for $3 per person. Should you desire china and glassware, the catering department can provide you with a quote.

Linen

We will include black tablecloths for all food and beverage tables at your event. Additional tablecloths for non-food tables are available for $5 each. Please discuss available colors and sizes with our catering team. Specialty linens can also be arranged through our third-party provider.

Cancellation Policy

While we hope that cancellations won’t be necessary, we understand that circumstances may arise. We kindly ask for at least five business days’ notice for cancellations to avoid any charges. In the event of unforeseen cancellations, within three business days, billing may occur for 50% of the event unless the booking can be rescheduled within 48 hours. Events cancelled in less than one business day, may be charged in full.