Room Reservations
In order to reserve your event space, please contact the facility or department directly. Also, please consider an alternative rain site for any event that is held outdoors. You must also arrange for tables and chairs for your guests, if necessary. Any questions regarding room set-up or the type and amount of tables which may be needed for your event can be directed to the Student Services Office at 503-280-8512. Please call PPS at 503-493-6471 for ordering tables for an event outside of a classroom or the cafe.

Food & Beverage Arrangements
To arrange for catering services and establish menus call the Catering Office at 503-280-8548 (office), 503-493-6468 (kitchen) or fax us at 503-493-6466. If you fax an order, be sure to include a cover page indicating total number of pages. It is always a good idea to call and confirm the receipt of a faxed order. If you would like to book your event in person we are located on the first floor of Hagen Campus Center, in the hallway next to the Cafe. In either case, our staff will be pleased to help plan your event. Please confirm all catering requests in email to: charlie.benson@sodexhousa.com, cc nwood@cu-portland.edu . Catering Event Order Forms should be received in the Catering Office at least:

• 10 days prior to your event for a reception or a meal.
• 5 days prior to your event for a small break.

At the time of booking please let us know your highest estimated number of guests. You may adjust the number of guests up to three days prior to your event. We understand last minute orders arise periodically. We will do our best to accommodate your needs. However, because all of our items are made fresh to order, some items may not be available. Last minute orders will entail additional costs for Catering Services. Late orders will be subject to a 20% or $15.00 minimum surcharge as follows:

• Meals or receptions booked within 3 working days of the event.
• Breaks which are booked within 2 working days of the event.

“I’d like something special”
Let our chef’s offer you some creative choices to help celebrate your special event. We are pleased to customize any menu to provide a unique dining experience. To make an appointment, please contact our Catering Manager at 503-280-8548 (office) or 503-493-6468 (kitchen).

Meal Guarantee
When the event is booked, you will be asked for an estimated head count for planning purposes. This should be your highest estimated count, and it may be adjusted until 3 working days prior to the event. At that time a final count should be submitted to our catering office. Your final bill for the event will be determined by the guaranteed or actual count; whichever is greater.

Supplemental Charges
There is no delivery charge on any event that meets the minimum number of guests listed for each catering package, and is during regular delivery hours. Any delivery after 8:00pm is subject to delivery charge. For off campus sites, holidays, or other times when Hagen Campus Center is not regularly open for meals, a $15.00 delivery charge will be added. Events which are not held during regular delivery hours or do not meet the minimum requirement are subject to a $5.00 per trip charge.

There may be a replacement charge for any catering equipment that is missing from an event site. * All served meals will be subject to a supplemental service charge of $75.00 or 15%, whichever is greater. Set up charges ranging from $50 to $200 will be added to functions that require any floor plan changes to the dining facilities. Please contact the Catering Office for the standard floor plan set-up of each dining facility. For an event where the group arrives late or extends beyond the normal 4-hour serving period, there will be an additional charge of $75 per half hour. This charge covers additional expenses incurred by the Catering Department.

Attendant Charges
Should our event require the addition of an attendant or supervisor, the charge is $20.00 per hour with a four-hour minimum. VIP wait staff is available at $25 per hour with a four-hour minimum. Events that require a supervisor to remain on location to secure the building will be assessed an attendant charge of $15 per half hour.

Billing
At the time of booking, you must indicate the method of payment for the event. If you are charging your event to a Concordia University account, you need to provide the Catering Office with the account number prior to the event. If you are paying by cash or check, a minimum of 75% of the projected invoice amount is due at the time of booking with the balance due at the completion of the event. You may also pay with a major credit card by coming into our office so that we may swipe your card.

Non-Campus Community
The prices in this guide reflect a Concordia University discount which will be honored to all of those paying through a Concordia University Account. Outside clients booking parties not being charged to a Concordia University Account should directly contact the Catering Department to discuss any supplemental charges that may be incurred.

Flowers & Decorations
We will be happy to provide flowers and/or decorations for any event at a nominal cost or you may make arrangements for them on your own. Our Catering personnel will be happy to discuss the color options of our linens to give your event a special look. If you would like to add balloons, themed decorations or candles, etc., please contact Catering Services at 503-280-8548, 503-493-6468.

Linen Rental
Linen tablecloths are available at a cost of $4.50 each and napkins at $0.50 each. Skirting is available in blue only at a cost of $15.00 each (based on availability). Please be aware that any unreturned or damaged skirting will be billed for replacement at a cost of $150 a piece. Catering Services reserves the right to refuse rental during busy times.

Audio & Visual Equipment
Please contact Media Services through the Concordia Intranet, or at the ITS Help Desk: 503-493-6300.

• Overhead
• Easel
• Pull-down Screen
• Podium with Microphone
• TV/VCR

This equipment is reserved on a first come, first served basis. For other A/V equipment needs please contact Media Services.

Cancellations
We understand that from time to time it may be necessary to cancel an event on short notice due to unforeseen circumstances. We will do our best to accommodate you; however there may be a charge for items already prepared.

Special Reference
Minimum required attendance for packages reflects the minimum required for this pricing. Groups that do not meet this minimum should consult the Catering Office. We will be able to assist you in planning these events, but they will be subject to additional charges to cover our operating expenses.

Take Out Policy
In reference to “Take Out," health department regulations require that all foods served at catered events be consumed on premises. Therefore, any unused foods from the event cannot be packaged for take out.

Alcohol Policy
Concordia University is a dry campus, alcohol is not served through Dining Services Catering. Please contact the Catering Director for some creative alternative options.