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Planning Your Special Event with Flavours by Sodexo

Sodexo chefs have exceptional culinary skills and extensive capabilities to satisfy a wide range of catering needs. We are passionate about food and dedicated to making sure things are as perfect as possible for your special occasion!

Please use this guide to understand processes, procedures and expectations as we work together to achieve a smoothly executed and memorable catered event.

Our experienced event planning specialists are very consultative and will be happy to answer all of your questions and concerns and assist you in planning every detail. We look forward to serving you!

How to Contact Sodexo's Catering Manager

When you have a catered event in mind, please contact us as soon as possible. Even if you are not yet sure of such details as the exact event date, event location and number of guests that will be in attendance. It’s a good idea to touch base with us as early on in the process as possible.

Some catering arrangements can be made by phone, email or online; other catering arrangements may require an in-person appointment with one of our event planning specialists. It’s easy to get in touch with Flavours by Sodexo about your catering needs. Here are the options:

Visit us on the Web: You may contact us about your catering needs through our online catering Website at The ultimate in convenience, this site will enable you to easily view our fabulous catering menus and place recurring orders.

Give us a Call: You may speak with an event planning specialist by calling (401) 341-2472.

Send us an Email: You may email us at

Event Location Reservation

You must make arrangements to secure a location for your event. Whether your event will be taking place on or off the campus, you will need to officially “reserve” the space in order for us to be permitted to serve you in this location. To reserve a room for an event, please contact Conferences and Events at (401) 341-2460 or faculty and staff can fill out an online request in R25.

Event Tables, Chairs and Other Equipment

You must make arrangements to secure tables, chairs and other equipment you may need for your event. Please contact Conferences and Events at (401) 341-2460 or faculty and staff can fill out an online request in R25 to make these arrangements.

Event Confirmation and Guarantees

For Third Party Customers- No less than 14 business days from the scheduled catered event, you must provide us with an “estimated” count and sign a Catering Contract . You will also be asked to provide us with a “final” number of guests that will attend your event 7 business days prior to your event; the “estimated” number will be used if you don’t know the “final” number. This document will outline the terms of your agreement with our Catering Office and include all event details and requirements, including time, date, location, menu selections, number of attendees, professional services, equipment, and staffing. If you do not provide us with a final number, we will use the estimated number.

Event Changes and Cancellations

No less than 3 business days from the scheduled catered event, please make us aware of any event changes (including increases or decreases in the number of attendees) or if your event needs to be canceled. Please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred by the Catering Office.

Event Payment

Payment must be received prior to the execution of your catered event. Accepted forms of payment include cash, check and department accounts.

If your group is not a university, college or school:
• A deposit of 75% is required two weeks prior to your scheduled event with the balance due on the day of the event.
• Rhode Island Sales tax will be added to your bill.

If you are a tax-exempt organization:
• You must submit a copy of your tax exemption certificate along with the signed contract. Both will be due 14 business days prior to your event.

Delivery Fees

Any order under $25.00 will be subject to a $20 delivery for both On-Campus and Off-Campus Deliveries. Deliveries to Warwick Campus will be subject to a $75.00 delivery fee.

Service Staff and Attendants

To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guest.

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. The cost to replace any missing or damaged catering equipment or supplies will be charged to your account. For very large events, specialty equipment may need to be rented at an additional charge.

China Charges

We provide eco-friendly serviceware unless otherwise requested. We offer china service for any event at an additional charge.

Full Meal Service and Silverware
Coffee or Beverage China Service
Full Bar Glass Service
Reception China and Silverware
$3.50 per guest
$1.50 per guest
$2.00 per guest
$2.00 per guest

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs.


We provide linens for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks, meeting tables and boxed lunches, there will be a $5.00 price fee for each tablecloth. Other tables (60” rounds) may be covered at $15.00 price per tablecloth. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. We can also provide napkins to meet your color scheme for $.55 each. Specialty linens are
available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of Flavours by Sodexo that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

Alcohol Policy

All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. Flavours by Sodexo reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service.

Alcohol Service / Policy

A full bar setup (if liquor is planned) at a dinner or reception is $8.50 per person per hour. All necessary bar items are provided with this charge, including nonalcoholic beverages, ice, mixers, napkins and glasses.

We recommend at least one bartender for every 75 -100 guests for Beer and Wine service.

The charge for each bartender is:

$28.00 per hour (minimum 3 hours)