Policies & Procedures


Room Reservations

The various campus departments, student organizations & general public must first contact the SOCC Facilities Scheduling Office prior to making arrangements with dining services.  

Signed Contracts & Billing

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Once a room has been reserved orders can be placed for any catering requests. Contact the Director of Catering to place requests for service.  

After the order request has been received by Dining Services a Catering Contact will be drafted.  Campus departments and student organizations will need to a Catering Contract to be signed by a designated college authority and returned with the appropriate budget code account number.  The contract must be received prior to the scheduled event.  

For organizations and individuals not affiliated with SOCC will require a Catering Contract to be signed and returned to the Director of Catering for Dining Services two weeks prior to the event. Exceptions can be made to the two week minimum notice, but rely on the ability of Dining Services to accommodate requests and must be approved by the Director of Catering.  A 25% non-refundable deposit is required at the time of booking catering services, with final payment due within 2 weeks after an invoice has been issued.  Failure to comply with the final payment due date will incur additional charges, applied increasing weekly.

Any events honored prior to the receipt of a signed Catering Contract will be charged a $25 processing fee. Catering Contracts that remain incomplete pursuant of five working days of an event will incur additional charges, applied increasing weekly.  

All orders should be made 72 hours prior to an event. Any order received subsequent to the 72 hour window will incur a surcharge to cover the costs sustained by Dining Services in order to accommodate these requests. Every effort will be made to fulfill the request, but it cannot be guaranteed. Please contact the Director of Catering to determine what services may be feasible.

Southwestern Oregon Community College is the only authorized food service provider for the campus of Southwestern Oregon Community College.  Food purchased from any other caterer or source is not permitted on campus.  Dining Services has the first right of refusal for any and all catered events on the SOCC premises (including college sponsored or employee personal events).  

Final Guest Counts

When a requisition for catering services is placed with Dining Services the ordering party will be asked to provide an estimated guest count.  This number should reflect a realistic number of guests anticipated in attendance of that event. The final guaranteed guest count must be received and acknowledged by the Director of Catering no later than 72 hours before the scheduled event.  

The ordering party will be charged for the guaranteed number or actual guest count, whichever is higher, that the Director of Catering has on file 72 hours prior to the scheduled event.  Any changes to the guest count after 72 hours prior to the event will incur additional charges.  Every effort will be made to accommodate increased guest counts received after the 72 hour deadline.  However, those changes are subject to the ability of Dining Services to make those adjustments and not guaranteed.   For increased guest counts a $2.00 per person fee will be assessed.  

Cancellations

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Cancellations of the entire event or menu items can be made at any time prior to the scheduled event.  No fees will be assessed for cancellations received and acknowledged by the Director of Catering five business days (excluding holidays) prior to the event.  

Cancellations of an event made less than five business days (excluding holidays) will be subject to a $50 processing fee.  Menu alterations made during this time period will be subject to other fees.  

Any cancellations or changes not received and acknowledged by the Director of Catering within 48 hours of the scheduled event will be charged for 100% of all items ordered.  Dining Services understands that some last minute cancellations are occasionally unavoidable.  In those cases the Director of Catering will work with you to minimize cancellation charges.  

Custom Menus

Dining Services is happy to customize a menu to fit any requests or desires and budget. Please allow one week for the Director of Catering to provide the costs with a custom menu.  Menus can be created to match any themes, family recipes, or other request.  We feel that is of the utmost importance to meet and surpass any and all expectations to provide a memorable and successful event.  

Special Dietary Considerations

Special dietary considerations including vegetarian, vegan, gluten-free, and specific food allergies can be accommodated by Dining Services.  These options are to be discussed when making catering arrangements with the Director of Catering. Additional charges may apply for some special dietary needs.  

Alcohol Policy

The permission of alcohol of the SOCC premises is subject to campus regulations. OCCI’s facilities do have the proper permits for alcohol service of beer & wine.  All inquiries and requests must be discussed with the Director of Catering prior to the event.  

Food Leftovers

Due to health regulations, perishable leftover food may not be removed from the event site. SOCC will not be held responsible for food items removed without our knowledge or prior consent from the Director of Catering.  

Weekend & Evening Catering

Any request for weekend or evening catering is based on advanced booking. Weekend services may require additional service fees at a prevailing rate.

Off Campus Catering

Off campus catering is handled on a case by case basis. Please contact the Director of Catering for further information.

Location Set Up

Dining Services will make arrangements for buffet tables when appropriate. For seated events it is the responsibility of the ordering party to make arrangements with Dining Services on what necessary seating arrangements will be required.  

Any and all requests for Audio-Visual requirements are handled through the SOCC Facilities Scheduling Office and may be addressed at the time of reserving a room.

Custom Rentals

Dining Services will supply white linen tablecloths for food service tables only, at no additional charge. Dining Services will coordinate the rental of linens for seating tables, however they must be ordered two weeks in advance of the event. The cost of these additional linens will be reflected on the final invoice. A variety of colored linens are available at an extra charge. Should the ordering party require a color of linen Dining Services is unable to rent, they may be rented by the separately.



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